Children's Center Admininstrative Assistant II/III

The Children Center’s purpose is to create a community that supports

Sacramento State Students to build brighter futures by providing high

quality childcare, employment, and leadership opportunities in a wholesome learning environment.

SUMMARY:

The Administrative Assistant II/III collaborates with the administrative team to support the daily operation of the front office and assist with the supervision of student personnel and implementation of administrative tasks. This position requires excellent time and record management as well as customer service when working with full and part time staff and families. 

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative Assistant II/III:

• Safely performs job duties;
• Assists with front office duties including answering phones, greeting and screening participants and visitors, process payments and preparing deposits for Operations Manager’s approval and providing support to other Center staff, as needed;
• Acts as a supervisor for student assistants. Performs supervisory duties including scheduling employees and approving/authorizing timesheets and time off requests for employees through Ceridian Dayforce and Federal Work Study;
• Assists the Director and Operations Manager with marketing.  May serve as a member of the ASI Marketing Committee. This includes but is not limited to table events, orientations, creating posters, newsletters, social media posts, and collaborating with ASI departments and the campus at large;
• Assists the Operations Manager in processing applications for new and returning subsidized families.  Authorized to certify State Subsidy eligible families;
• Assists with other administrative tasks; e.g., CACFP Food Program parent applications and certifications, invoice preparation, document management, report preparation, data entry into DRDP Tech, and Ages and Stages and producing rosters as needed;
• Assists the Director with staff meetings and the Parent Advisory Council which includes preparation of agendas, recording minutes and distributing notifications;
• Manages incoming supplies and equipment, confirming accuracy of orders and appropriate distribution;
• Maintains the Children’s Center website and bulletin boards under the direction of the administrative team;
• Assists in day-to-day review of staffing needs and support Associate Director in obtaining and scheduling substitutes, as needed;
• Oversees the front office staff in the absence of the Operations Manager;
• Special projects and other duties may be assigned.

Administrative Assistant III:

• Assists the Director with University health and safety guidelines, trainings and reports and may serve as a member of the ASI Safety Committee. This includes but is not limited to preparing and maintaining annual immunization reports and physician records for children and managing health and social service referrals for families. Serves families with resources.
• Assists with the enrollment including but not limited to: Maintaining waiting lists (contacting families as needed), processing enrollment packets, assisting the Director with family orientations. Enter family data in Center Track.
• Assists with processing of employee licensing documents, and maintaining files.

CORE COMPETENCIES

• Exceptional interpersonal and organizational skills
• Ability to communicate effectively both verbally and in writing with staff, employees and public
• Good analytical and problem-solving skills, with attention to details and accuracy
• Knowledge of principles and practices of organization, planning, records management, research and general administration
• Ability to operate standard office equipment including but not limited to computers, copiers, calculators and facsimile machines
• Ability to follow oral and written instructions

MINIMUM QUALIFICATIONS

• Two years of Children’s Center office experience or similar, including management of varied and multiple duties and projects
• Knowledge of PC windows-based personal computers - Microsoft Word, Excel, Outlook and database management software

PREFERRED QUALIFICATIONS

• Bachelor’s degree
• Experience with Center Track software
• Administrative experience supporting employment related functions
• Experience with “Ceridian” or other employment/personnel/timekeeping software system(s)
• Experience providing administrative support in an educational setting

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily after the candidate is offered a position with Associated Students, Inc. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students, Inc. employees who apply for the position.

Associated Students is a nonprofit corporation and an auxiliary organization of California State University, Sacramento providing a wide range of programs and services to the students of CSUS.  Therefore, ASI employees are not state employees.  www.asi.csus.edu

EEO

Associated Student Inc. is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories.

Jeanne Clery Disclosure of Campus Security Policy and Campus Crime
Statistics Act Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and
Campus Crime Statistics Act, California State University, Sacramento has made
crime statistics available on-line at www.csus.edu/police/cleryact.htm