SENIOR RESOURCE ASSISTANT

Job ID: 

5805-405-A

Status: 
Available
Job Type: 
Full-time
Department: 

EARLY CHILDHOOD SERVICES - VP OFFICE FED HS

Address: 

191 JORALEMON STREET

BROOKLYN, NY 11201

STATEMENT OF THE JOB
The Senior Resource Assistant is a key member of the administrative support team for Early Childhood Services.  The Early Childhood Program Sr. Resource Assistant supports the management team for Early Childhood Services by working with the to ensure that standard and uniform reporting procedures for this division are developed and consistently utilized by all of the Early Childhood Programs. Responsible for maintaining current documents related to In-kind, vendor contract renewal and Purchase Order’s, check requests and Equipment inventory.  Assisting in organizing and maintaining databases related to Vendor Contracts, Invoices and information required in Early Childhood Services and centrally located support departments Financial Services, Human Resources, Acct. Payable, etc.  Works closely with Administration Specialist, Bookkeepers and Record Clerks to ensure fiscal and contractual compliance to ensure the line of service is always “audit ready” and “review ready”.

Responsibilities: 

DUTIES AND RESPONSIBILITIES

ESSENTIAL:
* Tracks Vendor contracts i.e., Mental Health, Health and Safety, Nutritionist, Registered Nurse consultants, etc. to include obtaining signatures, routing to legal legal as needed, copying, etc.
* In collaboration with the Administration Specialist and Resource Assistant, maintains electronic and/or manual systems of tracking and filing documents that are routed to the specific line of service for the programs. This may include budgets, internal and external, certifications leases, surveys, forms, and grants.
* Coordinates and monitors time sensitive In-kind materials and advises administration of missed deadlines by staff.
* Attends and participates in periodic team meetings as well as attends off-site meetings and Agency Committees as requested.
* In conjunction with ECS Management Team and Early Childhood Program Administration and Resource Assistant, schedules meetings, trainings and in-service as requested including preparing agendas, locating meeting space, ordering refreshments, making coffee, set up and breakdown of meeting location. Ensuring that all necessary materials and refreshments are on site.
* In collaboration with the ECS team and Resource Assistants, aggregates collected data from the different sources to generate reports for strategic planning and program improvement.
* In collaboration with the Administration Specialist and Resource Assistant, develops standardized and uniform centralized systems and procedures for all data collection and submission timelines, ensuring accuracy and consistency.
* Indentifies and reports any Agency inefficiencies that negatively impact on service line ability to provide service and function in an efficient and professional manner.
* Reports to Administration Specialist any programmatic issues that may have a negative impact on the reputation of the Agency, client, and/or staff welfare or any corporate compliance issue.
* Oversees Volunteers, Resource Assistants (CACFP and Early Childhood Resource Assistants).
* Trains/educates staff (both ECS Office and ECS Program Staff)  on necessary paperwork/data collection
* Write reports as required or directed to.

NON-ESSENTIAL:
* Assist in the coordination of tasks of ECS Office Resource Assistants
* Assist in the monitor productivity of ECS Office Resource Assistants
* Assists with tracking and securing In-kind outcomes documentation from all programs in service line.
* Participates in and contributes to RFP activities, strategic planning, re-accreditation process and program development.
* Participates in internal and external In-kind audits (i.e. responds to requests from the auditors for program information).
* Assist in developing and maintaining corrective action plans related to audit and/or quality assurance activities.
* Works cooperatively with Administration Specialist serving as a back-up, when necessary to provide clerical support     (including check request), phone/front desk coverage, report preparation and technical assistance, etc.
* Fosters opportunities for staff to understand the meaning of their work within the context of Early Childhood Services and     the meaning and impact of the administrative function in relationship to the service of Children and Families.
* Form a trusting relationship with Supervisee
* Ensuring that all interactions are intentional in achieving goals set by ECS
* Ask questions that encourage details about professional goals, workflow and any emerging issues/change
* Listen to the Supervisee’s concerns, Teach/guide/Mentor/support/acclaim.
* Apply the integration of  logic and reason in approaches to problem solving
* Performs other duties as needed.

Qualifications: 

SPECIFICATIONS FOR EDUCATION/LICENSES/CERTIFICATIONS
* Associate’s Degree preferred in Business Administration and prior Administrative experience in an Early Childhood Environment
 
SPECIFICATIONS FOR EXPERIENCE AND TRAINING
* Excellent administrative and organizational skills, very detailed oriented, excellent time management skills, and prior experience in managing projects.
* Excellent verbal and written communication skills, with the ability to create computerized “user friendly” program documents, “trouble shoot” and resolve issues, exercise initiative to create and implement systems to facilitate efficiency and to explain processes and procedures to staff.
* Proficient in computer software applications, specifically, Excel, Microsoft Office, ACCESS and Acrobat.

SPECIFICATIONS FOR PHYSICAL REQUIREMENT
* Ability to travel, when necessary, to multiple locations such as program sites in Brooklyn and Queens
* Occasional standing, walking, stooping, bending, & kneeling.
* Frequent sitting for long periods of time.
* Ability to operate a computer keyboard, mouse, & office equipment.
* Ability to read printed material and computer screens.

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