Bilingual Sr. Administrative Assistant (Spanish) - Felton Institute

Bilingual Sr. Administrative Assistant (Spanish)

CYFTAY Division

Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting the communities we serve. Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their career.

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.

Job Description

Under the supervision of the Operation Supervisor, the Senior Administrative Assistant will be providing administrative and coordination support to the CYFTAY division. Responsible for front desk coverage, answering 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.

Specific Responsibilities

• 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.
• Support the Operations Supervisor by processing procurement orders, reviewing order requests, researching pricing, coordinating purchases and placing orders through the organization accounts, record keeping of receipts.
• Track incoming orders and mail and assist with the daily distribution to ensure accurate delivery and accessibility for staff and departments.
• Supports with processing daily ROEs and invoices via processing system. Ensure compliance with procurement procedures, including vendor communication and recordkeeping for all purchase transactions, vendor quotes and documentation.
• Serves as program liaison back-up staff with visitors and vendors working at site including pest control and maintenance vendors. Makes recommendations regarding emergency procedures needed to maintain safety or security of the building including emergency pest control measures.
• Assist with meeting set-up, including ordering necessary supplies, arranging room reservations, and ensuring all logistics are managed effectively.
• 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 program requirements, including CACFP.
• 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, 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 Requirements/Qualification

• 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.
• Bilingual in Spanish/English REQUIRED

Additional Information:

Reports to: Operations Supervisor

Job Type: Full-Time

Work Schedule: Onsite

FLSA Status: Non-Exempt

Salary Range: $21-25 Per Hour (DOE)

Benefits (subject to election and eligibility): Fully-Paid Medical and Dental Plans; Health Reimbursement Card, Paid Time Off (personal, vacation, and sick time), 403B with company match.

Applying Instruction:

Candidates should apply for the position at our career page “careers.felton.org” OR directly email resumes to “jobs@felton.org”.

IMP NOTE: Job responsibilities are subject to change according to program requirements.