Administrative Assistant - Nutrition & Early Learning

DescriptionThis position provides professional administrative support to the Nutrition an Early Learning programs and staff, helping support efficient day-to-day program operations across both our East and West Yakima locations. Responsibilities include all aspects of assigned program administration, including tuition processing, backup support for subsidy billing, meal count and attendance tracking, recordkeeping, bill collection, documentation for government-funded programs, and supply inventory and ordering.

Responsibilities:

Administrative & Clerical Support

Provide professional reception, telephone, visitor, mail, scheduling, and general clerical support for early learning and nutrition programs
Maintain confidentiality and follow HIPAA, safety, security, and agency protocols
Maintain parent resource boards, program materials, and ProCare information
Receive and receipt all billing
Maintain cleanliness of reception, meeting spaces, and common areas and follow opening and closing procedures
Maintain positive, outgoing team atmosphere toward staff and clients

Early Learning Program Administration

Maintain accurate family, child, and immunization records in the system
Support in collecting fees and subsidy payments for all billings to include submitting subsidy invoices and maintaining accurate subsidy records in collaboration with agency finance department
Maintain accurate enrollment including updating ProCare and IntelliKids
Maintain program forms and records including attendance, meal counts, and documentation for all state and federal programs
Support program managers in maintaining compliance with state and federal reporting in electronic databases
Coordinate ordering of supplies and equipment, maintain inventory and assist with ticketing for facility repairs and maintenance
Coordinate with program managers, EL leadership, and agency finance staff to support effective center operations

Childcare Nutrition Program Administration

Screening and relaying incoming calls and emails.
Providing general reception to visitors as needed.
Drafting, translating and editing program materials
Processing claims to support compliance with OSPI Child and Adult Nutrition Program

General Responsibilities

Participate in monthly supervision meetings with direct supervisor
Take day-to-day direction from Program Managers when working within the early learning centers
Attend nutrition and early learning team meetings as assigned
Perform other duties as requested

QualificationsJob Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting up to 50lbs or performing other work requiring medium physical exertion, talking and hearing and adequate vision on a regular basis to perform the job requirements. These physical demands are required up to 70% of the time.

Physical Requirements:

This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Travel Requirements:

This position has two primary work locations, so will require limited local daily driving between east and west Yakima campuses.

Non-Physical Requirements:

Education

High school diploma or GED required
2 years of college or business school training preferred

Experience

Prior administrative or clerical experience required

Special Skills

Bilingual English & Spanish required
Pleasant, professional, welcoming and friendly demeanor with staff and clients
Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multiple task management
Comfortable with standard office equipment and general computer skills including use of Microsoft Office

Licenses, Registration, Certification

Valid driver’s license and minimum required liability insurance for Washington State
Must be deemed insurable as determined by Catholic Charities’ liability insurance provider

Employment is conditional upon:

Being cleared by criminal background check and fingerprinting when required

Wage Range: $19.50 to $23 hour, depending on experience

Work Schedule: Monday - Friday, 9:00 a.m. - 6:00 p.m. This position works at both of our Yakima locations. Mornings will be spent at our East Yakima location, with afternoons transitioning to our West Yakima location.

Benefits:

13 paid holidays, 12 days of vacation, 12 days of sick leave per year
Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
Basic Life Insurance paid 100% by Catholic Charities
Flexible Spending Account eligibility following 6 months of employment
Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.