Child Development Administrative Assistant

Description

Job Description:

The Child Development Administrative Assistant provides high-level administrative, operational, and project support to the Senior Director of Early Learning, Director of Child Development, and the Child Development Department. This position supports the efficient operation of the department by coordinating administrative processes, maintaining organizational systems, facilitating communication, and managing special projects.

Serving as a key liaison for Child Development leadership and staff, responsibilities include coordinating meetings, maintaining records and department systems, supporting staff, drafting correspondence, and preparing reports and other business documents. The position also manages sensitive and confidential information with professionalism, discretion, and integrity.

This role requires the ability to work independently, demonstrate initiative, anticipate department needs, manage multiple priorities, and adapt to changing demands. The Administrative Assistant exercises sound judgment maintains a high level of accuracy and attention to detail, and uses technology extensively to manage data, maintain databases, prepare reports, and support department operations.

Pay: $21.83/ hr.

About CPCD: 

CPCD is committed to the comprehensive early childhood development model, which is at the basis of its successful Head Start and Early Head Start programs. CPCD serves just under 1,200 prenatal through five-year-old at-risk, low-income and special needs children and their families. We operate classrooms in six school districts all throughout El Paso County. 

Additional Benefits for Eligible Employees (25+ hours per week): 

CPCD offers paid vacation time, paid sick time, and paid holidays/Breaks. 

• Paid Holidays include Memorial Day, Independence Day, Juneteenth, Presidents Day, Martin Luther King Jr. Day

• Paid Breaks include 1-week for Spring Break (March), 1-week for Fall Break (November), and 2- weeks for Winter Break (end of December/beginning of January). 

Eligible employees receive a competitive benefits package including

• Access to medical, dental, and vision insurance, flexible spending accounts, Aflac supplemental insurance, and voluntary life insurance. CPCD also pays for Basic Life, Long Term Disability, and AD&D insurance at no cost to you. 

• Our 401(k) program offers traditional and Roth enrollment options with automatic enrollment in our profit-sharing after 1-year of employment.

Tuition Assistance is available after 60 days of employment 

• $4,000 per year for Early Childhood Education Associates/Bachelor’s Degrees.

• $2,500 per year for other degrees related to employment at CPCD.

Employee Wellbeing

• Employee Assistance Program provides 6 FREE sessions with a counselor or therapist per year 

• Full well-being program to encourage and promote your well-being in the workplace, including 2 hours of paid time per month for wellness activities. 

Please Note: The successful completion of a post-offer, pre-employment physical examination, TB screen, back-ground screen and drug test (including marijuana) is required.

Requirements

Required:

• At least one year of office experience.
• Accurately type 50 WPM, strong organizational skills, ability to work independently, proficient in computer software programs such as Microsoft Office (Word, Excel, Publisher, etc.), and Outlook.
• Able to operate general office machines and technology such as telephone, printer/scanner, and audio-visual equipment.
• Demonstrated ability to work independently, take initiative, anticipate needs, and complete assignments with limited supervision. 
• Ability to organize and prioritize multiple responsibilities, manage competing deadlines, and adapt to changing department needs. 
• Demonstrated project coordination skills, including planning activities, tracking progress, communicating updates, and following projects through completion.
• Demonstrated reliability, accuracy, attention to detail, and recordkeeping skills.
• Ability to remain organized and effective while working under pressure or responding to changing priorities.
• Interpersonal skills to work professionally and positively with parents, children, and staff.
• Ability to exercise sound judgment and discretion when handling confidential, sensitive, or time-critical information.
• Strong written and verbal communication skills, including the ability to prepare accurate, professional correspondence, reports, and other documents.
• Must be able to maintain the confidentiality of information he/she will be handling.
• Successful completion of a pre-employment physical examination, TB test, drug test (including marijuana), and background check in accordance with the Office of Head Start Performance Standards and Childcare Licensing. (Physical examination and TB test thereafter as required).
• Must have access to reliable transportation and if using a personal vehicle must maintain minimum liability insurance as determined by the State of Colorado.

Preferred:

• Associate degree in a business-related field.

Essential Functions, Duties and Responsibilities

1. Works closely and collaboratively with Child Development directors, supervisors, coaches, center assistants, and other department staff to coordinate administrative activities, share information, respond to requests, and support effective department operations. 
2. Monitors and tracks data, reports, documents, and supplies for the Child Development Directors and Supervisors. Responsible for the day-to-day functioning of the CD department office.
3. Prepares and distributes meeting agenda and documents meeting minutes for the Child Development department as needed for training and meetings.
4. Maintains up-to-date information on SharePoint for, policies and procedures, and forms.
5. Creates systems to complete department projects such as Family Handbook, training documents, and items that are distributed to classrooms.
6. Coordinates Child Development in-service training and meetings, in collaboration with the Professional Development Supervisor. Coordinator and other appropriate staff. 
7. Coordinates and assists in development of end of the year classroom activities including agency wide communication of processes.
8. Administration of the GOLD and Child Plus DRDP assessment systems, including maintaining accurate system information and analyzing generated data. Prepares report and documents for key stakeholders and partners. Assists Supervisors with data analysis for their assigned classrooms. Gathers and analyzes data for the Child Development department portion of the agency self-assessment.
9. Supports data reporting for grants, child outcomes, and other agency needs
10. Coordinates Dojo -creating and achieving classrooms, adding/removing staff, and ensuring accurate access for all users. 
11. Serves as the point of contact for CCCAP communication regarding planned and unplanned closures. and tracks this information internally.
12. Processes and manages all Child Development Classroom Programming Behavioral Health, Special Needs and Professional Development supply orders. Maintains inventory of office and classroom supplies ensuring timely restocking and distribution. Manages all lamination requests. 
13. Provides administrative support for laundry services including contacting vendors, tracking inventory, processing invoices, and coordinating BOY/EOY laundry needs. 
14. Conducts employment reference checks for Child Development positions. 
15. Processes and manages all Partner Sites Microix needs.
16. Tracks and updates the CD placement list after department meetings to ensure all changes are available for cross-departmental use and updates systems to reflect changes. 
17. Coordinates assigned department projects from planning through completion, including establishing timelines, organizing materials, tracking action items and deadlines, communicating status updates, and following up with responsible parties
18. Reviews documents, reports, data, and communications for accuracy, completeness, consistency, and appropriate formatting before distribution.
19. Organizes and prioritizes multiple assignments while adapting to changing department needs, deadlines, and operational priorities.

Other Duties

1. Other duties as assigned by the Child Development Directors

2. Assists in classrooms as needed to ensure services to children are provided.

Equal Opportunity Employer

CPCD is committed to fostering an inclusive workforce and is proud to be an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, creed, gender, national origin, age, disability, veteran status, marital status, pregnancy, sex, gender expression or identity, sexual orientation, citizenship, or any other legally protected class.