Administrative Assistant/Executive Director Secretary

Foundation for Early Childhood Education, Inc. - Pasadena , CA

 

JOB POSTING

Employment Opportunity

                                                                                                                 Posted Date: December 12, 2022

                                                                                Deadline Date: January 9, 2023, or Open until Filled

 

Position Title:             Administrative Assistant/Executive Director Secretary      

Reports to:                  Executive Director     

Department:               Administration & Human Resources Department

Employment Status:  Non-Exempt (40 Hours Per Week) & Full Year Position

Compensation Range: $20.02-$28.28 (Step 1-Step 15) Hourly Rate and Benefits

*LACOE Retention Stipend for Program Year 22-23 is expected to be issued in July 2023, when eligibility is determined

 

Generous Employee Benefits: ACA Compliant Medical, Aflac, Dental, Life, and Vision plans.

• Paid Holidays, Sick Leave, and Personal Necessity (PN) Hours: 13 Paid Holidays, 21 Days of Paid Vacation: Accrue at the rate of 14 hours per month worked, (1 year of employment = 168 hours), 14 Paid Sick leave, includes 3 Days of Personal Necessity: Accrue at the rate of 9.5 hours per month (1 year of employment= 114)
• Employer Funded Retirement Plan- Foundation contributes 8.5% after one year of service and you can make voluntarily contributions at the start of your employment
• Free Employee Assistance Program(s) sponsored by Foundation & LACOE

 

Work Location:            FOUNDATION FOR EARLY CHILDHOOD EDUCATION, INC.

                                        Main Office: 3450 East Sierra Madre Boulevard Pasadena, California 91107

                                        Will be assigned to report to our designated sites and other locations

                                        throughout our service area as needed due to program operations

• Boyle Heights, Echo Park, Hollywood, Lincoln Heights, and Highland Park

                                         Review our website: www.foundationheadstart.org for specific site locations

___________________________________________________________________________________________________________

               Summary of Duties

This staff position is the most senior level clerical job in the Head Start-Early Head Start/State Preschool delegate agency. This position is charged with carrying out administrative and general office duties for the Executive Director, Board of Directors, and the Human Resources Officer. Under general supervision and with high regard for confidentially, the incumbent, performs a variety of administrative support duties to assist the Executive Director and other Key Personnel by providing administrative and clerical assistance by conducting research, executes administrative procedures, and/or participates in budget control functions. This position includes preparing, systematizing and preserving written and electronic communications and records, and distributing information. The Administrative Assistant/Executive Director Secretary will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.  

 

Summary of Job Duties, Knowledge & Skills

(Job Description available from HR)

• Develops and recommends procedures for the compilation, maintenance, and presentation of administrative policies, procedures, and programs
• Establishes and maintains Director’s files by creating effective filing systems, tracking reports, etc. and retrieves corporate documents, records, and reports.

• Maintains and ensures our Agency website is up to date by updating documents and postings that align with each service area department
• Prepares and receives correspondence and memorandums for the Staff and members of the Board of Directors in relation to assigned projects.
• Types correspondence requiring the application of highly specialized knowledge and judgement in the selection of data and interpretation of laws, rules, and policies
• As secretary to the Executive Director the incumbent will arrange and schedule appointments/meetings, screens calls and visitors, reviews correspondence, and initiates replies to routing matters
• Handles telephone and direct inquiries that require a broad knowledge of the agency’s policy and procedures.
• Prepares responses to correspondence on behalf of the Executive Director for any federal, state, and local entities
• Prepares the monthly Board of Directors agenda and minutes. Assists to facilitate BOD meeting by preparing meeting location, in person or virtual and collects documentation of approvals for Grantee/LACOE, CDE or other funding sources and contracted entities.
• Proficient knowledge of effective office practices and procedures, including Brown Act & Robert’s Rules of Order

Essential Job Functions within the Human Resources Department:

• Assists the Human Resources Officer in conducting new hire, consultant, and volunteer orientations
• Assists in maintaining Human Resources Information Systems, matrix, education/licensing/permit tracker, ChildPlus Personnel Records, and compiles reports from various database systems to ensure recordkeeping compliance
• Completes background clearances on all staff, consultants, contractors, and volunteers
• Conducts recruitment by assisting in the screening and selection process, completes reference checks for all potential hires, assembles the panels, sets up interviews, and notifies applicants of out-comes
• Performs other related Human Resources administrative duties as required throughout the department 

QUALIFICATIONS, EXPERIENCE, & SKILLS

• Education: High School Diploma or GED equivalent is required. Preferably supplemented by education, training, and certification in office management and office software products.
• Experience: Four years of responsible secretarial or senior clerical position, incorporating significant administrative and executive secretarial function including the compilation and tracking of management and department data, program information, and budget records.
• Preferred Experience: Experience working in non-profit organizations and with Board of Directors, and experience working in Human Resources Departments (entry-level)
• Knowledge & Skills:
• Ability to understand and follow complex directions, both oral and written while creating effective plans, work assignments, and workflow(s). 
• Proficient experience in Virtual Platforms (Zoom, Google Meet, GoToMeetings, etc.) to set-up and assist in conducting meeting(s)
• Strong experience and knowledge of Outlook 365, Zoom, and Microsoft Teams

 

SPECIAL REQUIREMENTS

Prior to hire, the following must be assured:

 

Eligibility to Work: All potential employees will be asked to present supporting documents establishing proof of identity and employment eligibility upon completing the I-9 Form.

Medical Examination: Must submit a medical examination demonstrating capability to perform type of work required; must submit a tuberculin skin test or chest x-ray. Proof of the following immunizations: Influenza, Pertussis TDAP (Whooping Cough), Measles (MMR), and COVID-19 vaccination series.

Fingerprint Clearances: All potential employees will be subject to obtain fingerprint clearances from the Department of Justice (DOJ), Federal Bureau of Investigation (FBI), and Child Abuse Index (CACI), prior to starting work.

Other Special Requirement: Must have the use of an automobile with adequate insurance coverage and a valid California’s Driver’s License, or have reliable transportation.

Failure to meet medical standards and/or criminal record clearance may result in withdrawal of job appointment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to site; use hands to finger, handle, or feel and talk or hear.

The employee is frequently required to reach with hands and arms and stoop, kneel, crouch or crawl. The employee is occasionally required to stand and walk. The employee must be able to lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, color vision and ability to adjust focus.

 

APPLICATION PROCEDURES

Applicants must complete Foundation for Early Childhood Education employment application. Resumes are not accepted in lieu of application materials. Interested individuals may download an employment application online at www.foundationheadstart.org

 

Interested candidates must forward the following documentation packet to the main office – enclosed Human Resources Department or submit via email: applications@foundationheadstart.org

 

1. Employment Application – with original signature 
2. Cover letter
3. Resume
4. Copy(ies) of Degrees
5. Copy(ies) of Transcripts
6. Letters of Recommendation
7. And any other pertinent documentation as deemed necessary

 

Internal Candidates must submit the following documents:

• Employment Application- with original signature
• Cover Letter
• Resume
• And any other pertinent documentation as deemed necessary

 

Please Note: Application and all required documents can be mailed, or submitted electronically to applications@foundationheadstart.org by the due date listed in this job posting.