Administrative Specialist

Administrative Specialist

Administration - Tucson, AZ 85713

Overview

Salary Range $17.19 - $17.19 Hourly Level Experienced Position Type 40 hours/week - year round Job Shift Day (M-F) Approx 8am - 5pm Education Level 2 Year Degree Travel Percentage Negligible Category Admin - Clerical

Job Summary and Qualifications

Level: Administrative Support Worker

Position Type: 40 hours/week - year-round

Pay Rate: $17.19 / hour

Travel %: In-Town

Job Shift: Day (M-F), 8am-5pm, eligible for a hybrid work schedule after six months of successful performance evaluation. May work some evenings and weekends.

Job Categories: Administration

Classification : Hourly, non-exempt

Supervisor: Organization and Employee Development Director

Supervises: None

Benefits :

• Paid Leave - 26 paid holidays, 5 days paid vacation after one year and up to 20 days each year thereafter, 8 days paid Personal leave in the first year, 9 days each year thereafter, up to 5 days paid Sick leave per year.
• Insurance benefits - dental, Flexible Spending Accounts, Health Reimbursement Arrangements, Health Savings Accounts, PPO medical (3 plans), Vision, and Supplemental Life coverage for self, spouse, and child ($25,000 basic life and Accidental death and disability provided by employer)
• Retirement Plan - Agency contribution after years of service and hours of eligibility criteria are met. Employee 401k deferral once eligibility is met.

Job Summary:

Reporting to the Organization and Employee Development Director, the Administrative Specialist supports the Organization and Employee Development (OED) department and across the agency in the implementation of systems for tracking and documenting data related to employee development, conference registration, education enrollment, and related operations. Provide administrative support to the department and governance committees through coordination of meeting spaces, notice to participants, and documentation of minutes and activities. Support the New Employee Orientation process and tracking administrative practices.

Minimum Qualifications :

• Possess an associate degree from an accredited college, university, or technical trade school with a major in Business, Business Administration, Public Administration, or an agreed-upon equivalent.
• Two (2) years of documented experience in a position of similar job content and responsibility.
• Must be able to type a minimum of 40 words per minute with a high degree of accuracy.
• Demonstrated proficiency using Office 365 (Outlook, Teams, OneDrive, Word, Excel, PowerPoint)
• Submit a current AZ Department of Public Safety Level One Fingerprint Clearance Card prior to starting date.
• Ability to read, write, speak, and understand English.

Competencies:

• Confidentiality
• Technical Capacity
• Thoroughness
• Collaboration Skills
• Communication Proficiency
• Flexibility
• Initiative
• Detail Oriented
• Organizational Skills

Other Requirements (post-hire)

• Must be able to travel to and from various sites as needed.
• Provide proof of immunizations: MMR (Measles, Mumps, Rubella), Tdap (adult Tetanus, Diphtheria, Pertussis), and a clear Tuberculosis Self-Assessment.
• Able to pass a company-paid physical exam prior to starting work.
• Able to pass a criminal background check.
• Must be able to prove the right to work in the USA by providing appropriate documents to complete the Federal I-9 form.

Desired Qualifications:

• Ability to read, write, speak, and understand Spanish.
• Minimum three (3) years' work experience with Head Start organization.
• Minimum three (3) years' experience with college enrollment and registration process.
• Knowledge of HRIS (Human Resources Information Systems)

Work Environment:

• Administrative office setting

Physical Requirements:

Frequently

• Sitting for extended periods
• Viewing computer monitor and typing on keyboard for more than 30 minutes at a time

Occasionally

• Driving to and from assigned out-of-town center locations (may be up to 3 hours one direction)
• Workday begins prior to 8:00 am and/or ends after 7:00pm

Duties and Responsibilities

Job Specific Duties and Responsibilities:

Organization and Employee Development Support Services:

• Clerical duties (computer writing, online filing, copying, etc.)
• Coordinate clerical tasks in support of internal Professional Development Activities.
• Implement policies and procedures for the New Employee Orientation system to ensure new hires receive orientation appropriate to the position. Communicate a welcome and introductions for new employees.
• Support the OED Director in the development, implementation, and upkeep of education requests, travel policies, and procedures.
• Serve as administrative contact between students, agency, and institution of higher education to facilitate registration and billing processes as needed.
• Process all requests and authorizations for travel, education registrations, conference attendance, lodging, and professional development registrations.
• Maintain budget tracking for education, travel, and certifications.
• Prepare distribution of materials for centers and departments for events as needed.

Supervision:

• Identify self-growth, development goals, and strategies for achievement with support and input from supervisor.
• Commit and participate in consistent and planned meetings with supervisors to further professional growth by seeking feedback, reflecting on and assessing own practice, and taking advantage of opportunities to improve skills and knowledge.

Recordkeeping, Monitoring, and Reporting:

• Reconcile CPC tuition, fees, and book purchase authorizations with invoices from institutions of higher education.
• Perform initial review of college transcripts of CPC staff to ensure compliance with CPC educational policies.
• Enters initial PD reports to ensure complete and accurate training files for employees. As necessary, enter employee data into databases or scan documents into the agency's HRIS system.
• Upon request, develop, maintain, and distribute reports to leadership for ongoing agency monitoring and reporting activities.
• Participate in monitoring reviews and provide requested files as appropriate.
• Actively participate in agency self-assessment and carry out assigned tasks for Program Improvement Plans (PIP).

Leadership, Management, and Teamwork

• Participate in the OED team and contribute to the decision-making process for program improvement, strategic initiatives, professional development, budget, governance, and agency self-assessment.
• Develop understanding of organizational and employee development concepts, including best practices through subscription and/or membership in Head Start or professional development associations, and establishment of good working relationships with internal and external stakeholders.
• Develop and maintain an understanding of the Office of Head Start Performance Standards and the implications and interactions with OED systems and practices. Communicate ideas, trends, and issues with the OED Director.
• Keep up to date on workflows and processes for other OED or Executive positions and serve as backup as assigned.
• Make prudent use of resources by monitoring consumption, minimizing waste, and offering suggestions for improving program efficiency.
• Help with the process of uploading new/updated department documents to the Information Portal as needed.
• Coordinate CPI committee meetings October through July (coordinate room arrangements, contact representatives to ensure attendance, prepare materials such as handouts and books, take and prepare meeting minutes, etc.).
• Provide coverage as needed for other Governance meetings Parent Assembly, Policy Council, and Board (sign-in, ordering food, shopping, set-up and clean-up, etc.).
• Work independently and within a team on special non-recurring and ongoing projects.