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Summary: Team player that can multi task and pays close attention to detail. Administrative duties will include data entry, inputting invoices, collecting fees, tracking data, ordering supplies, making flyers, creating newsletters, special projects, etc.

Why Work for SMOC?

+ Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.

+ Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.

+ Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.

+ 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.

+ Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.

+ Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

+ Maintain on site children’s files

+ Input data as needed and run reports from COPA as requested for reports and meetings

+ Work with the ERSEA Coordinator on enrollment and outreach to maintain capacity of 362 children

+ Support Family Advocates by creating phone schedules, and maintaining the binder of calls

+ Track Family Partnership Agreements

+ Ordering supplies and getting them to the satellites in a timely manner

+ Organize necessary items for PDD days, events, and for new families

+ Open mail and scan items to the Office Manager

+ Create and maintain Family Calendar

+ Maintain Resource Book (update and disseminate as needed)

+ Create flyers and set up zoom meetings for Policy council and other meetings as requested

+ Monitor attendance and follow up when needed

+ Attend and participate in Monthly Staff meetings

+ If requested- attend and participate in Senior Manager Meetings, Head Start Services Meetings, Education Supervisor Meetings and School Readiness Meetings

+ Responsible for ordering of educational supplies and equipment as they are needed

+ Type up attendance and minutes for Policy Council meetings

+ Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements

+ Maintain confidentially in your role where you might be privy to information not yet made public

+ Ensure compliance with program/department, agency and/or funder requirements, as well as SMOC policies & procedures

+ Other duties as assigned

Knowledge and Skill Requirements:

+ Bachelor’s degree in Early Education, preferred

+ Strong admin and computer skills (MS Word, Excel, PowerPoint)

+ Strong writing skills in English is a must

+ Bilingual (Spanish or Portuguese) a plus.

+ Looking for someone that likes to learn, stay busy, take initiative, and work as part of a larger team

+ Understanding of EEC licensing regulations, and HS Standards is a plus

+ Understanding of the needs of low-income families; single parent families; working parents; and families in crisis.

+ Excellent customer service skills with ability to multi-task and stay organized as required

+ Ability to work in a fast-paced environment

Organizational Relationship:

+ Directly reports to Family Service Manager/Director of Education.

+ Direct reports of this position are- NONE

+ Indirect reports of this position are- NONE

Physical Requirement: Recent physical exam indicating good health and meeting all EEC and Head Start requirements. Must be able to handle physical aspect including bending, standing, and sitting for long periods of time at a computer.

Working Conditions: As part of the responsibilities of this position, the Assistant Center Director will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.

Remote Work Option: Remote work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Administrative Assistant position is eligible to work from home 0-20% of the week in scheduling coordination with the department manager.

Monday - Friday; 9am-5:30pm

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