Administrative Assistant II

Job Summary

Performs a wide variety of duties, some of a confidential nature, including phone coverage and general administrative functions.

Duties and Responsibilities

• Front-Desk & Guest Services
  • Welcoming visitors: Greet clients and guests as they arrive and provide a professional, friendly first impression.
  • Directing: Guide visitors to the appropriate meeting room or staff member as needed.
  • Security control: Monitor visitor logbooks, issue visitor badges, and enforce front-desk security guidelines and protocols.
• Communications & Telephones
  • Phone management: Answer, screen, and route incoming multi-line phone calls to the correct personnel or department.
  • Message taking: Take and deliver accurate messages via phone or email.
  • Inquiries: Answer general questions in person or over the phone
• Correspondence & Mail Handling
  • Mail distribution: Receive, sort, and distribute or notify staff of incoming mail, packages, and courier deliveries.
  • Outgoing correspondence: Prepare, stamp, and route outgoing mail, faxes, or shipments.
• Scheduling & Calendar Management
  • Calendar updates: Maintain shared staff calendars and assist with booking conference rooms as needed.
• Clerical & Administrative Support
  • Record keeping: Update and maintain visitor logs.
  • Office equipment: Operate copiers, scanners, fax machines, and postage meters.
• Perform other tasks as assigned by agency leadership

Special Skills

• Effective oral and written communication skills with internal and external clients
• Computer experience; knowledge of or demonstrated ability to learn FileMaker Pro
• Attention to detail with ability to accurately handle large volume of administrative work
• Ability to operate a multi-line telephone system
• Ability to operate typical office machines
• Ability to juggle multiple tasks

Education and Experience Requirements

• High School Diploma and 2 years of college
• Two years work experience

Special Working Requirements

• An automobile at his/her disposal; a valid, non-suspended NC driver’s license and a current automobile liability policy with continuous coverage. Reasonable accommodations may be made at agency’s discretion.
• Must be able to manipulate and operate office supplies and equipment. Occasionally required to lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
• No substantiation or criminal conviction of child abuse or neglect
• May require need for flexible schedules, including potential evening and weekend work
• Must adhere to established health and safety protocols when onsite at Early Years's physical office locations
• Must have internet access at in home residence to support remote work arrangements as necessary
• Some regional/statewide/national daytime and/or overnight travel may be required

Early Years Benefits

Early Years has a generous benefits package. Permanent employees that work at least 20 hours per week are eligible for benefits. Some of the benefits we offer include:

• Section 125 Cafeteria Plan
• Health, dental, vision and life insurance
• Medical and Dependent Care Flexible Spending Accounts (FSA)
• Employer contribution to 401k Retirement Plan
• Paid annual and sick leave
• 15 paid days of holiday leave
• Paid child Involvement Leave
• Paid discretionary leave
• Employee Assistance Program
• Child Care Tuition payments
• And more…

Early Years also offers many fringe benefits. Some of the fringe benefits include:

• Casual dress work environment
• Direct deposit
• Standing and emergency payroll advances
• Child Care Referral assistance
• And more…

Early Years has been awarded Living Wage Employer Certifications in Orange and Durham Counties, and is a Family Forward NC Certified Employer.

Employment is contingent upon passing a criminal background check. Early Years is no longer requiring the COVID-19 vaccine for employment due to the fact that there is significantly less risk of severe illness.  However, Early Years strongly recommends that employees receive this vaccination in order to minimize the risk of infections in our workplace. 

Job Features

Job Category	Non-Exempt
Division	Business Services
Department	Operations
Hiring Range	$34,008 - $39,109