DEPARTMENT : Family Services
CLASSIFICATION : Non-Exempt
CATEGORY : Administrative
DUTIES AND RESPONSIBILITIES: Greet and direct all persons coming into the office. Receive, log and route all incoming calls. Receive and route all correspondence and incoming mail. Safeguard confidentiality of Family Services' activities, communications, and records at all times. Track appointments and meetings; maintain staff calendars. Prepare documents for staff and mail and/or file accordingly. Set-up and maintain files including filing of all court documents. Assist with preparations of budgets, monitor expenditures, process purchase orders and request for payments as necessary. Make travel arrangements for staff as requested. Take and prepare minutes of staff meetings. Research educational articles and information for the newsletter and/or community education sessions. Assist with planning and preparation for activities/events. Order and maintain program equipment and supplies, utilizing bid process when necessary. Assist with information gathering and tabulating data for needs assessment. Distribute and review applications for childcare services. Collect and review all documentation needed for determining level of eligibility and inform applicant of eligibility determination. Review and process all payment requests for Voucher Program.Input data in the childcare "Data Tracker" system. Generate required financial and narrative reports and secure alternative funding sources to expand and maintain the childcare program. Maintain client records and review for compliance with health and safety requirements. Complete site visits to private providers' homes and Day Care Centers to ensure compliance with governing regulations. Develop and maintain a list of qualified and approved private providers and Day Care Centers. Other duties as assigned. QUALIFICATIONS : Associate's Degree in Office Management or Liberal Arts and three (3) years' experience in office management or administrative assistant experience OR an equivalent combination of education and experience. Prefer prior experience with budgeting and/or accounting. Prefer prior experience with grant administration. Prefer prior experience with Early Childhood Education . Must possess valid Iowa Driver's License. Must be knowledgeable and proficient in PC word processing, spreadsheet, Internet and email, as well as presentation and publishing software. Must have excellent verbal and written communication skills. Must have a pleasant disposition and the ability to meet and communicate with the public with tact, discretion and diplomacy, while keeping the strictest confidentiality. Willingness to learn and incorporate skills in the culture context of the Meskwaki community. Must submit to and successfully complete a background investigation. SUPERVISON : Supervised by the Meskwaki Family Services Director. Applicants will be required to submit to a background check and to a pre-employment drug test.
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