Administrative Assistant - Nutrition & Early Learning

This position provides professional administrative support to the Nutrition an Early Learning programs and staff, helping support efficient day-to-day program operations across both our East and West Yakima locations. Responsibilities include all aspects of assigned program administration, including tuition processing, backup support for subsidy billing, meal count and attendance tracking, recordkeeping, bill collection, documentation for government-funded programs, and supply inventory and ordering.

Responsibilities:

Administrative & Clerical Support

• Provide professional reception, telephone, visitor, mail, scheduling, and general clerical support for early learning and nutrition programs
• Maintain confidentiality and follow HIPAA, safety, security, and agency protocols
• Maintain parent resource boards, program materials, and ProCare information
• Receive and receipt all billing
• Maintain cleanliness of reception, meeting spaces, and common areas and follow opening and closing procedures
• Maintain positive, outgoing team atmosphere toward staff and clients

Early Learning Program Administration

• Maintain accurate family, child, and immunization records in the system
• Support in collecting fees and subsidy payments for all billings to include submitting subsidy invoices and maintaining accurate subsidy records in collaboration with agency finance department
• Maintain accurate enrollment including updating ProCare and IntelliKids
• Maintain program forms and records including attendance, meal counts, and documentation for all state and federal programs
• Support program managers in maintaining compliance with state and federal reporting in electronic databases
• Coordinate ordering of supplies and equipment, maintain inventory and assist with ticketing for facility repairs and maintenance
• Coordinate with program managers, EL leadership, and agency finance staff to support effective center operations

Childcare Nutrition Program Administration

• Screening and relaying incoming calls and emails.
• Providing general reception to visitors as needed.
• Drafting, translating and editing program materials
• Processing claims to support compliance with OSPI Child and Adult Nutrition Program

General Responsibilities

• Participate in monthly supervision meetings with direct supervisor
• Take day-to-day direction from Program Managers when working within the early learning centers
• Attend nutrition and early learning team meetings as assigned
• Perform other duties as requested