Administrative Assistant

REPORTS TO: Human Resources Coordinator

FLSA Status: Non-Exempt, Part-time

Summary: The Administrative Assistant provides adminstrative support to various departments at the Blind Chidlren’s Center (BCC) and serves as the primary receptionist.  

Supervisory Responsibilities: None

Essential Duties and Responsibilities include the following:

A. Front Office & Administrative Support

• Answer, screen, and route phone calls in a professional and courteous manner; take accurate messages as needed.
• Greets and checks in visitors, monitors lobby activity, and ensures compliance with safety and security procedures.
• Provide written and verbal Spanish translation as needed.
• Maintain children’s and visitors’ sign-in/sign-out records and ensure they are accurate and up to date.
• Maintain an organized front office, help staff locate supplies, and notify the supervisor when supplies need to be replenished.
• Create bilingual signs, flyers, and other materials as requested.
• Sorts, processes, and distributes incoming and outgoing mail and packages.
• Prepares bulk mailings, notices, and departmental communication materials.
• Support cross-departmental clerical and administrative needs as required.
• Monitor and track orders placed for all departments, follow up with vendors as needed, and ensure all shipments are received, documented, and delivered to the appropriate staff.
• Assist the Human Resources Coordinator with staff recognition, events, and related administrative tasks. 
• Communicate regularly with the HR Coordinator regarding office workflow, documentation needs, scheduling support, and administrative priorities.
• Record daily staff absences in the Outlook calendar and post absence lists as required; ensure education events, staff absences, departmental appointments, and activities are entered into the electronic master calendar.

B. Finance & Accounts Payable Support

• Prepare payment request forms and credit card expense forms; organize and maintain receipts and supporting documentation.
• Assist with preparing invoices and shipping documentation, ensuring publications are packaged and processed accurately. 
• Keeps accurate accounts receivable records and sends reminder notices for outstanding or overdue invoices
• Verify and investigate discrepancies by reconciling vendor accounts and monthly vendor statements.
• Assist the Controller with various finance tasks, including maintaining the master inventory, compiling documents for audits, and responding to monitoring requests.
• Respond to customer service inquiries regarding publication orders, invoices, and return policies.

C. Other Duties

• Participate in BCC events, which may require flexible hours and occasional weekends. 
• Participate in internal meetings, trainings, and professional development activities, including completion of at least 15 hours annually.
• Perform other duties as assigned.

Education & Work Experience:

• High School graduation or G.E.D. equivalent is required. Associate’s Degree or higher preferred.
• 1-2 years adminsitraive, accounts payable, receptionist or other related experience preferred. 
• Ability to speak and write clearly and concisely in English and Spanish required.
• Experience in publicly funded preschool, Head Start or early intervention program preferred.

Knowledge and Skills: Strong organizational and communication skills. Ability to speak and write clearly and concisely in English and Spanish. Works well independently. Must be computer literate and demonstrate effective data entry keystroke and accuracy. Proficient in Microsoft Excel, Word, Outlook, postage machine and multi-line phone system. Experience with MS Access and other databases is a plus. Must possess a pleasant personality and professional demeanor.

Physical Demands: The physical demands described here are representative of those that must be met 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 stand; walk; and sit for extended periods of time. The employee must regularly lift and/or move up to 25 pounds.

Equal Opportunity Employer

The Blind Children’s Center is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.