Bilingual Senior Administrative Assistant - San Francisco, United States - Felton Institute

Description

Job Description

Bilingual Sr. Administrative Assistant (Spanish)

CYFTAY DIVISION

Agency Overview
Founded in 1889, Felton Institute is the oldest nonsectarian, nonprofit charitable social-services provider in the City and County of San Francisco. Our mission is to strengthen families by providing caring, effective, and innovative social services, with special emphasis on the needs of low-income families, children, and the elderly and disabled people, thus improving the quality of life for all San Franciscans.

Program Description
Felton Institute has been providing comprehensive early care and education services in San Francisco since 1971. Felton now has four ECE programs in SF's Mission and Bayview neighborhoods; and offers a school-readiness program for infants, toddlers, and preschoolers--2 weeks to 6 years old. Felton's ECE programs include Infant/ Toddler classrooms and preschool classrooms, which serve approximately 400 children, full day/ year-round. These multicultural, educational programs provide a nurturing, developmentally challenging, and inclusive environment for very young children of low/moderate income families. We are committed to inclusive, positive environments that build on children's positive self-esteem and self-image.

Brief Job Description
Under the supervision of the Operation Supervisor, the Administrative Assistant will be providing administrative and coordination support to the CYFTAY division. Responsible for front desk coverage, answer the phone, collecting, processing, and maintaining data, records, and systems and providing general administrative support to the CACFP program and procurement operations. Responsible for handling general office tasks and administrative duties, such as front desk coverage, directing communications between colleagues, departments, and staff/clients, organizing schedules and events, entering data, and maintaining office equipment. Supports Operations Supervisor with set up, organization, and maintaining filing systems for all required documentation for CACFP program, procurement, and vendor payments and invoices. Provide coverage and assistance to the Operations team as needed to ensure efficient operation of main CYFTAY office. Performs other related responsibilities as required.

General CYFTAY office Support

• Proven ability to maintain front desk coverage with a focus on creating a welcoming and safe environment for all visitors, demonstrating excellent interpersonal and communication skills.
• Provides Front Desk Administrative Functions, both on the phone and in person in a pleasant and professional manner at all times.
• Supports operations supervisor on procurement, processing orders and completing/processing ROE's, as needed.
• Serves as program liaison back-up staff with visitors and vendors working at site including pest control. Makes recommendations regarding emergency procedures needed to maintain safety or security of the building including emergency pest control measures.
• Maintains an inventory and replenishes office equipment, furniture, supplies; equipment, appliances and maintenance suppliers; monitors warranty services, service agreements and secures servicing of equipment as needed.
• Supports Operations Supervisor setting up the logistics for the annual training to staff to meet CACFP requirements.
• Ensures all CACFP files and records are collected, maintained, and organized including daily meal counts, daily attendance sheets, special meal accommodations/ milk substitutions (as needed), cycle menus, CACFP meal benefit application forms, and weekly infant meal records.
• Responsible for revising and printing new cycle menus two weeks before the 5th cycle menu ends and submits them to Head Cook for revision and approval.
• Supports to maintain accurate and up-to-date office files, records, and logs for assigned areas; develop, prepare, and monitor various CACFP files.
• Supports with submission of the CACFP Monthly meal reports by the 5th of every month to fiscal.
• Responsible for keeping the monthly CACFP Eligibility rosters up to date with changes for all EGE sites and supporting the Operations
• Supervisor with the annual renewal process.
• Prepares communication to Admissions team of upcoming CACFP Meal Benefit Application forms that need to be renewed.
• Supports Operations Supervisor with the preparation of documentation needed for CACFP Program Reviews/ Audits
• Is trained as a backup to conduct CACFP site monitoring reviews.
• Works collaboratively with the Operations Supervisor to develop and deliver CACFP informational materials via presentations, handouts, e-newsletters, Remind app, and other forms of communication to staff and families.
• Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources; assist assigned staff with special projects as assigned; research information as requested.
• Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to CACFP.
• Utilize various contemporary computer applications and software packages; develop, enter data, maintain, and generate reports from a database maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing and other software.
• Support with CA Department of Education CACFP programming, attends COE annual, interim, nutrition and other CACFP workshops.
• Completes other duties as assigned by the Program supervisor and Director.

Minimum Qualifications:

• At least 3-5 years of relevant work experience (Required)
• High School Graduation (required). Associates degree with emphasis in management, business, or related field (preferred)
• Excellent verbal, and written communication skills, basic math skills
• Ability to prioritize and perform multiple tasks, to read, analyze and interpret general business documents, invoices, forms, and governmental regulations.
• Professional appearance and demeanor, with professional ethics of confidentiality, ability to exercise good judgment and discretion.
• Attention to detail, ability to manage a wide variety of tasks and meet deadlines, and reliability/dependability)
• Reliable, ability to prioritize assignments and complete them in an efficient and timely manner according to due dates and timelines.
• Upon hire, must be able to pass a physical exam and TB screening, to meet Title 22 regulations as required.
• Upon hire, must pass a Department of Justice fingerprint clearance and a Child Abuse Index clearance as required by licensing.
• Must be able to lift up to 40+ lbs. (may include equipment)
• Must be able to bend, stoop, sit on the floor, lower, and raise self from floor and to use both hands to grasp securely on a consistent basis.
• Knowledge of low-income families and child development preferred.
• Knowledge of and sensitivity to the cultural background of the children and families being served.
• Ability to relate to children and adults in a positive, respectful manner.
• Ability to independently understand, speak, read, and write English adequate to communicate effectively with children, parents, staff and visitors.
• Ability to work independently under broad supervision.
• Ability to be a team player with a welcoming attitude.
• *Bi-lingual in Spanish/English REQUIRED