Position Purpose

Position is responsible for assisting the Center Manager in carrying out personnel and office administration functions.

Distinguishing Characteristics

Inspire Development Centers provides early Childhood Education (ECE) and social services to 3,110
children in center-based and home-based setting, at more than 25 Child Development Centers (CDC)
throughout the State of Washington. At these sites, Inspire employs over 1,000 staff on a $52 million
annual budget. Inspire provides these services under various federal and state funded programs with
differing regulations and stipulations, which must be coordinated and adhered to, including, but not
limited to: Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education
and Assistance Program (ECEAP), and Early Head Start (EHS). The organization is required to meet an
annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is
Spanish. Over the past 40 years, Inspire has strategically and incrementally increased its capacity to
address the rapidly changing needs of its families and communities.

Supervisory and Other Relationships

Position reports to the Center Manager. Although supervision is not a regular part of the job, incumbent
may assist in providing training and technical assistance to employees and works closely with Center Staff,
Parents and with and around children.

Examples of Essential Duties and Accountabilities

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistently with the general scope of the position.

1. Personnel Administration: Tasks include processing employee paperwork, workplace injury paperwork, maintaining employee data required by state licensor, to ensure licenses, certifications, etc. are current. Assist Center Manager with employee staff schedules, timesheet adjustments and payroll preparation. Participates in interviews, providing input and feedback on candidates, and ensuring protocols are followed. Assist with the collection and organization of pre-employment documents to support a smooth process for new hires.
2. Office Administration: Tasks include completing, processing Purchase Orders (PO), Expense Reimbursement Requests, reconciling expenditure and maintaining and reconciling petty cash. Responsible for collecting and organizing the component area monthly reports, Child Enrollment Form (CEF’s) Program Activity Forms (PAF’s) and submitting to the Center Manager for review and submission. Maintains resource manuals, ensuring that the information is current. Daily offsite mail pick-up and delivery.
3. Supplies Ordering: Responsible for maintaining office, health and classroom supplies, including inventory management and placing orders.
4. Meeting/Training Coordination: Tasks include maintaining meeting/training schedules,
   organizing events, including reserving and setting up space. Responsible for reminding
   participants of meeting schedules and promoting strong attendance. Also responsible for accurate meeting minutes.
5. Recordkeeping: Tasks include processing, verifying and maintaining accurate and legally
   compliant documentation relating to personnel, In-kind, USDA, safety and financial
   information. Duties also include maintaining accurate meeting minutes and various filing
   systems.
6. Community/Parent Meetings: Participate in community and/or parent meetings as assigned. Responsible for taking notes and/or keeping formal minutes as needed.
7. Confidential Information: Maintain confidential information, which includes, but is not limited to: personnel records, health records, and participant personal and income information 
8. Confidential Information: Maintain confidential information, which includes, but is not limited to personnel records, health records, and participant personal and income information
9. Show interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.
10. Maintain confidentiality of program and client related information at all times.
11. Perform all other duties as assigned.

Minimum Qualifications

Incumbents are required to demonstrate knowledge and abilities in these areas:

• Incumbents are required to demonstrate knowledge and abilities in these areas:
  Must acquire an ECE State Certificate or 47 ECE related credits within five (5) years of the time of hire;
• Proficiency with personal computer, including Microsoft Office;
• Accurate data management, documentation, and recordkeeping skills.
• Excellent communication and interpersonal skills,
• Experience in policy and procedure process;
• Ability to learn new tasks quickly and efficiently;
• Ability to handle multiple tasks simultaneously and meet deadlines;
• Knowledge of office administration procedures;
• Ability to maintain a good working relationship with all co-workers and the general public and to
  use good judgment in recognizing the scope of authority;
• Ability to learn new tasks quickly and efficiently;
• Ability to read, write and interpret documentation;
• Strong customer service focus and
• Ability to work with culturally diverse employee population;

These skills and abilities are typically acquired through a combination of experience and training, which
would include an associate’s degree in office administration or a closely related field together with two
(2) years' work-related experience in an administrative assistant, data clerk or secretary role; or a
combination of education, training and experience which will provide the competence and skills to
perform the work of the position. English/Spanish bi-lingual fluency would be a distinct advantage.

Inspire Development Centers is an Affirmative Action/Equal Opportunity Employer and values diversity at all levels in the organization.
All applicants will be considered for employment without regard to race, religion, color, sex, national origin, age, marital or veteran status,
disability, sexual orientation, gender identity, genetic information, or any other status protected by law. Should you be hired, you may be 
assigned to work under any program that we operate having need for the services of the position for which you were hired.