Senior Administrative Assistant, Early Care & Education

The Senior Administrative Assistant, ECE coordinates and provides administrative, operational, and procedural support to the ECE strategy staff and programs, with a focus on supporting the development, implementation, and monitoring of ECE programs, activities, events, and contracts.

• Prioritizes, organizes, and provides general administrative support to the Early Care & Education (ECE) team with a focus ECE programs including Workforce, Facilities, Partnerships, and Professional Supports such as Alameda County’s Quality Rating and Improvement System (QRIS) program, Quality Counts (QC).
• Plans and provides administrative and logistical support to assigned ECE meetings; coordinates meetings based on internal calendars and poll responses, supports pre- and post-meeting communications, arranges logistical aspects of virtual and in-person meetings (e.g. technology required to support virtual events, catering, equipment, room arrangements, preparation of meeting materials and documents), and takes, produces, and distributes minutes.
• Plans and provides administrative and logistical support to assigned ECE collaborative activities, trainings and events, including conferences; manages event registration, supports pre- and post- event communications, develops outreach (such as flyers), and arranges logistical aspects of event (e.g., virtual technology required to support events, catering, equipment, location arrangements, preparation of event materials).__
• Coordinates administrative support for ECE program outreach, application and new participant enrollment: creates and maintains systems for tracking outreach and enrollment, supports applicants with completion of program enrollment requirements (e.g. electronic signatures on DocuSign, providing insurance requirements and resources), conducts initial review and screening of applications (e.g., eligibility based on identified criteria, application completion of all required fields, licensing checks and documentation of results), prepares and distributes program materials, and enters or reviews site-inputted data for all new participants in the QC database.
• Provides ongoing administrative and technical support to ECE participants, assesses participant issues/needs and coordinates with internal staff/programs to resolve.
• Supports ECE site compliance monitoring which may include creating and maintaining ECE site program requirements status (e.g., MOU, insurance) tracking, providing initial review of site proof of insurance, and communicating with sites about program requirements (e.g., emailing notifications/reminders using templates, sending documents for electronic signature using DocuSign)
• Prepares and submits vouchers for payment of program and contract expenses, ensuring appropriate coding in conformance with budget and maintaining accurate paper and/or electronic records of invoices.
• Interfaces with a variety of external community partners, agencies, program participants, the general public, and First 5 Alameda County (F5AC) staff to provide program information and administrative coordination; provides follow-up as needed.
• Supports use and maintenance of information in ECE data systems (e.g., HUBBE, Workforce Registry, High5, provider systems, or other identified ECE-related data systems), provides technical assistance to program participants and ECE staff, and generates reports using data system.
• Recommends changes to and assists with the development of administrative procedures or processes to increase the effectiveness of ECE program operations.
• Enters and maintains accurate administrative records including database records, mailing lists, contract information and invoices, and various program/administrative files.
• Produces and distributes a variety of materials in diverse formats including correspondence, meeting agendas and minutes, forms and program materials. Coordinates translation of materials with Cultural Access Services (CAS).
• Tracks and maintains required supplies and materials for assigned programs, makes requested purchases, and coordinates orders with Office & Facilities staff and outside vendors as needed.
• Updates and maintains information for assigned programs on F5AC’s website and related media.
• Leads or supports special projects such as researching information, validating and summarizing data, evaluating alternatives, preparing narrative or statistical reports and providing project management for timebound projects.
• Provides general strategy/department/agency administrative support as needed

Minimum Qualifications

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Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be one of the following:_

• Five years of full-time relevant administrative experience
• Associate Degree or Equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years of experience.
• Bachelor’s Degree from an accredited four-year college or university with major coursework may be substituted for 4 years of experience.

Additional Requirement:

• Some evenings and weekends required
• Travel within Alameda County as necessary to carry out job duties.

Knowledge of:

• Office administrative practices and procedures, including records and file management
• Operation of standard office equipment; prefer experience with audiovisual equipment
• Proficiency in Microsoft Office Suite, including Excel, Office 365 preferred, Access & Publisher experience preferred.
• Basic budgetary and financial record keeping techniques, including processing of invoices and contracts
• Research and report preparation principles
• Time management and project management techniques
• Data entry and validation
• Some knowledge of event or training logistics strongly preferred
• Some child development or early childhood education knowledge helpful

Ability to:

• Organize and prioritize work, multi-task, and work well under deadline pressure in a fast-paced organization
• Support and deliver high quality customer service to a diverse population, in person and by telephone
• Communicate effectively, verbally and in writing, including ability to write and produce reports and meeting minutes
• Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions
• Exercise judgment within established policies and procedures
• Take initiative and work independently with little supervision
• Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team
• Maintain accurate records and files, pay close attention to detail
• Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance
• Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures
• Manage time-specific projects

Please note:

• We are working a hybrid in-office schedule and this role requires you to be onsite to set up meetings as needed. We may return full-time at an undetermined date.
• All First 5 employees must live and work in California.
• The salary range for this position is $68,000 to $92,000and as an independent government agency, the posted salary is the set salary range for this position. We cannot offer salaries above this posted range.

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About First 5 Alameda County*
First 5 Alameda County believes every child in Alameda County should have optimal health, development, and well-being to reach their greatest potential. Through innovative programs and policy advocacy, we help provide children and their families access to resources that support their first five years of development.
Join our mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities, and improves peak years of child development.

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First 5 Alameda County Benefits*
We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), Employer Paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan and more.

We also offer paid vacation, paid time off and sick time. We have 18 paid holidays in 2024 including the week between Christmas Day and New Year's Day as paid time off.

Job Type: Full-time

Pay: $68,000.00 - $92,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person