Administrative Assist

ALLIANCE FOR COMMUNITY EMPOWERMENT, INC.JOB DESCRIPTION JOB TITLE: Administrative Assistant DEPT: Early Learning Division REPORTS TO: Early Learning Division Director FLSA: Non\-Exempt

SALARY RANGE: Grade 4 JOB SUMMARY: Provides administrative and operational support to the Early Learning Division. This role ensures the efficient day\-to\-day functioning of the division by coordinating administrative processes, maintaining accurate records, supporting communication and scheduling, and assisting with compliance\-related documentation. CHILDREN SUPERVISION RESPONSIBILITY: Responsible for child supervision and for keeping children safe. ESSENTIAL FUNCTIONS:

• Support data collection and entry for enrollment, staffing, training, and compliance tracking as directed.
• Coordinate distribution and collection of forms, reports, and signatures across sites and departments.
• Maintain office supplies, inventory, and submit requests for purchasing or replenishment as needed.
• Prepare, format, and distribute correspondence, reports, agendas, presentations, and meeting materials.
• Maintain organized electronic and hard\-copy filing systems for division records, which may include confidential personnel and program documents.
• Answer and direct phone calls, emails, and inquiries related to the Early Learning Division in a professional and timely manner.
• Track deadlines and follow up on action items to ensure timely completion.
• Assist with organizing documentation related to licensing, monitoring, audits, corrective action plans, and quality improvement efforts.
• Support preparation of materials for Policy Council, Board of Directors, and regulatory reviews as requested.
• Ensure documents are accurately labeled, stored, and accessible for monitoring and reporting purposes.
• Support internal communications by distributing updates, memos, and reminders as directed.
• Coordinate meeting logistics, including room reservations, virtual meeting links, attendance tracking, and minutes when assigned.
• Maintain confidentiality and exercise sound judgment when handling sensitive information.
• Perform other duties as assigned in support of Early Learning Division operations.

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

• High school diploma or equivalent required; Associate’s degree preferred.
• Minimum of two (2\) years of administrative or office support experience, preferably in an educational, nonprofit, or human services setting
• Knowledge of office management systems and procedures and also proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and general office technology.
• Strong organizational, time\-management, and multitasking skills with the ability to set priorities and work independently.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Willingness to participate in recruitment activities.
• Ability to prepare clear, concise, and comprehensive reports.
• Must have a valid CT driver’s license with a good driving record and willingness to travel.

PHYSICAL REQUIREMENTSHOURS/DAY0\-1 1\-2 2\-4 4\-7

Standing X

Sitting X

Reaching X

Driving X

Walking X

Twisting X

Squatting X

Lifting X

Bending X

Gripping/Writing X

Keyboard use X Please Note: Must be able to lift a child with an average weight of 50 pounds, if necessary. AN EQUAL OPPORTUNITY EMPLOYER\-THROUGH AFFIRMATIVE ACTION