Administrative Assistant II

Full Time
Chapel Hill, NC
Posted 4 days ago
Professional Development Initiative

Job Summary:

Provide administrative support to the T.E.A.C.H. Early Childhood® Scholarship Program by directing all incoming and outgoing mail and correspondence, entering accurate data on a variety of databases, and tracking incoming and outgoing payments.

DUTIES AND RESPONSIBILITIES:

  • Treat information on CCSA clients, employees or Board members in a confidential manner
  • Batch and track claims, payments and deliver to accounting
  • Create check requests based on payment procedures
  • Document and track received funds
  • Distribute invoices to individuals and sponsors for program services
  • Generate financial reports
  • Provide front-desk reception back-up coverage
  • Give general program information over the telephone
  • Compile, distribute and direct all incoming and outgoing mail and /correspondence
  • Prepare and distribute program information packets
  • Prepare and maintain files for scholarship recipients and sponsoring programs 
  • Contact providers to update information
  • Enter, track and verify data in FileMaker Pro database and Excel
  • Maintain accurate and orderly data
  • Maintain an effective and orderly filing system
  • Train and supervise temporary workers and volunteers
  • Perform other tasks as assigned by agency leadership

SPECIAL SKILLS:

  • Effective oral and written communication skills with internal and external clients
  • Computer experience; knowledge of or demonstrated ability to learn FileMaker Pro
  • Attention to detail with ability to perform various administrative tasks efficiently and accurately. Must deliver quality customer service, demonstrate the ability to effectively problem-solve and work in a team environment
  • Excellent time management skills and the ability to prioritize work
  • Ability to edit and format documents and applications
  • Capable of understanding invoices and have the ability to explain invoices to others
  • Computer experience; knowledge of or demonstrated ability to learn FileMaker Pro, Virtual platforms including ZOOM, Webex and Microsoft Teams
  • Attention to detail with ability to perform various complex administrative tasks
  • Ability to understand office systems and procedures and to critically analyze situations guided by an understanding of policies and procedures.
  • Must deliver quality customer service
  • Demonstrate the ability to work independently within a team environment and effectively problem-solve while applying key concepts outlined in the scholarship program’s procedural and policy manual
  • Must have prior data entry experience
  • Strong organizational skills, planning skills, and the ability to multitask while working independently, sometimes remotely

EDUCATION AND EXPERIENCE REQUIREMENTS:

  • High school plus two years of college is required.  Associate Degree or educational equivalent in business-related field is preferred. Two years related experience
  •  Knowledge and/or experience in early care and education programs is a plus
  • Working knowledge of office equipment, like printers and fax machines

SPECIAL WORKING REQUIREMENTS:

  • An automobile at his/her disposal; a valid, non-suspended NC driver’s license and a current automobile liability policy with continuous coverage. Reasonable accommodations may be made at agency’s discretion
  • Must be able to manipulate and operate office supplies and equipment occasionally required to lift up to 25 pounds.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities
  • No substantiation or criminal conviction of child abuse or neglect
  • May require need for flexible schedules, including occasional evening and weekend work
  • May work in an assigned office space when on-site
  • Might be required to do some local travel
  • Must have internet access at in home residence to support remote work arrangements as necessary and determined by the agency and supervisor

How to Apply

PLEASE SUBMIT COVER LETTER AND RESUME TO HR@CHILDCARESERVICES.ORG

Job Features

DIVISIONProfessional Development Initiative
DEPARTMENTT.E.A.C.H. Early Childhood
SERVICE AREAStatewide
CLASSIFICATIONNon-Exempt
DIRECT SUPERVISORT.E.A.C.H. Admin Manager
SALARY HIRING RANGE$26,715 -$40,073
TYPICAL HIRING RANGE$26,715-$30,722