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Position Title: Adobe Administrative Assistant and Data Entry Specialist
Department: Early Learning Center at Agua Fria
Job Classification: 32 hours per week
FLSA Status: Non-Exempt
Reports to: Office Manager
Revision Date: March 1, 2022
To apply, please complete the Growing Up New Mexico Application for Employment on the following website:https://growingupnm.org/careers/
Summary
The Adobe Administrative Assistant and Data Entry Specialist is responsible for providing administrative support for multiple programs to ensure smooth operations and communications within Growing Up New Mexico programs & administration. This position requires a high degree of proficiency with data entry and management, strong organizational skills, excellent written and oral communication, ability to multi-task, adherence to project deadlines, and efficient problem-solving.
This position requires the individual to demonstrate flexibility, the ability to work under pressure, and with various personality types while maintaining a calm and professional demeanor. The Adobe Administrative Assistant Data Entry Specialist must aid the Office Manager with projects and tasks in order to have all programs run smoothly and supplied.
Key Areas of Responsibility:
Respond professionally and courteously to walk-in and telephone requests from families and other interested community members/partners.
Answer telephones and maintain a professional, positive demeanor with callers.
Help set up and break down for events. (Setting up tables and/or projectors)
Ensure all copies of curriculum and folders are made and organized.
Archive paperwork for each corresponding program
Maintain storage areas organized, maintain a record retention, and disposition schedule for stored files.
Keep count of office supplies and/or handouts and report to office manager to reorder as supplies become low.
Keep all documents and supplies fully stocked so home visitors have what they need.
Provide opening/closing of the building throughout the day; assist with facility preparation for special events including projector set-up, moving of furniture, etc. (Special events may be held outside regular work hours - evenings/weekends.)
Promptly respond to email and other correspondence.
Manage incoming and outgoing correspondence, including mail and packages.
Perform maintenance and troubleshooting of office equipment including printers, copiers, projectors and computers at Agua Fria site; coordinate with other administrative staff and contractors to service computer equipment, phones, custodial services, etc.
Assist in management of the building calendar and oversee smooth delivery of group programs and events taking place at the adobe building.
Communicate with Growing Up New Mexico administrative and program staff re: monthly events (including those offered by volunteers).
Manage attendee lists.
Purchase food and/or other necessary materials in advance of events.
Participate in meetings/trainings as directed by supervisor.
Perform within the prescribed limits of Growing Up New Mexico ethics and compliance policies.
Data entry for referrals. Entering in referrals daily and updating tracking spreadsheet accordingly within UNM-database and inter tracking system.
Enrollment and coordination of the Dolly Parton Imagination Library Program
Aid the office manager with monthly enrolment of new children into the Book Order System
Once a quarter help prepare the provision of Spanish supplemental books.
Perform other duties as assigned by supervisor.
Qualifications:
High school diploma or GED required
Bilingual (English/Spanish) required
Excellent interpersonal skills
Excellent oral and written skills in an environment requiring diplomacy and good judgment
Ability to pass a mandatory background clearance required of all childcare workers in the State of New Mexico
Reliable transportation with valid New Mexico driver's license, current automobile registration and proof of auto insurance
Ability to work well in culturally diverse settings, which includes knowledge of local population served
Ability to work independently and within a team setting
While performing the duties of this job, the employee is regularly required to walk, stand, drive, sit for long periods of time and use computer equipment and cell phones. The employee is occasionally required to reach with hands and arms, stoop, kneel, crouch or crawl. The employee must be able to lift 40 pounds.
All Growing Up NM employees must be fully vaccinated against COVID-19, unless a reasonable accommodation is approved.
To apply, please complete the Growing Up New Mexico Application for Employment on the following website:https://growingupnm.org/careers/
