Administrative Assistant

60 Innovative Network of Knowledge; Odessa (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Innovative Network of Knowledge (INK) seeks an experienced administrative professional to support its educational programs across multiple sites. You will manage client databases, handle registrations, and coordinate communications with staff, families, and partners in a fast-paced environment.

Ideal candidates have a high school diploma or GED, 2 years of admin experience, and strong Microsoft Word/Excel skills. Bilingual English/Spanish is preferred to serve diverse communities.

Qualifications

• High school diploma or GED required.
• 2 years administrative experience preferred.
• Advanced skill level in Microsoft Word and Excel.

Responsibilities

• Accept and screen visitors, emails, and phone calls.
• Complete pre-registrations and route to staff.
• Data entry and maintenance of client databases and records.
• Manage closed case files for statewide locations.
• Assist with program purchasing with supervisor approval.
• Reconcile monthly expense ledgers across sites.
• Prepare correspondence, memos, and charts with accuracy.
• Coordinate travel arrangements (flight, lodging, per diem).
• Support staff with admin tasks, budgeting, and reporting.
• Collaborate with Navigators, Manager, and staff to serve clients.

Skills

Database management

Filing systems

Microsoft Word

Microsoft Excel

Bilingual English/Spanish

Education

High school diploma or GED

Job description

It's a great feeling to work for a company that does so much good for others around the world! Academic Req: Required - High school diploma or GED equivalent. Work experience: Required - Advanced skill and experience in managing multiple databased and filing systems is preferred. Preferred: 2 years administrative experience with advanced skill level in Microsoft Word and Excel is required.

Summary: This position is responsible for using sound professional judgement and best practices to ensure quality services are provided to the service population especially in crises situations while maintaining compliance with established state and federal standards.

Essential Functions

1. Accepting and screening all incoming visitors, emails, and phone calls.
2. Complete pre-registrations and route to appropriate staff.
3. Data entry and maintenance of multiple client information databases (client registration, attendance records, client evaluation, and other relevant software.)
4. Manages closed case files for statewide office locations.
5. Manage some purchasing for the program with supervisor approval.
6. Reconciles monthly expense ledgers for all 3 sites across the state.
7. Type and design general correspondence, memos, charts, etc. Proofread copy for spelling/grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
8. Coordinate travel arrangements, including flight, lodging, and per diem.
9. Support all staff with administrative tasks, data entry, budget tracking, and reporting.
10. Work in conjunction with Navigators, Manager and other program staff to include clients and their families.
11. Maintain written records of all home visits, interaction and contact with families/clients and file in appropriate client files promptly.
12. Attend all case staff meetings, supervision, and mandatory agency meetings.
13. Using stated policies and procedures report child abuse/neglect
14. Provide successful completion of follow-up activity with client/family.
15. Maintains familiarity and knowledge of community resources and uses these appropriately to meet the needs of families.
16. Conducts community outreach in educating parents, professionals, and others about program and agency services, and child abuse prevention awareness.
17. Maintain confidential client files for assigned participants.
18. Other job duties as assigned.

Measurable Deliverables

1. Maintain current participant online records on weekly basis.
2. Field calls, emails, visitors daily.
3. Maintain organized client files, class folders, and requisitions.
4. Enroll clients via pre-registrations daily.
5. Attend all required trainings.
6. Maintains operational office equipment and supplies at all times.
7. Maintain current budget tracking monthly.

Requirements

1. Learn, live and coach one team, one mission culture and values. Lead through change by bringing clarity, generating energy and delivering success.
2. Pass a pre-employment drug screen and random drug screens and maintain emotional control, and professional composure, at all times.
3. Provide proof or work eligibility status upon request.
4. Pass a pre-employment and biennial criminal background and motor vehicle check (fingerprints needed if applicant has lived out of state within the past 5 years)
5. Demonstrate the ability to:
   • a. Respond sensitively and competently to the service population’s cultural and socio-economic characteristics.
   • b. Communicate effectively in writing and verbally in English and Spanish.
   • c. Work in a fast-paced environment.
   • d. Maintain computer literacy required to meet the responsibilities of the position.
   • e. Work effectively and without intensive supervision both independently and as a member of a multidisciplinary team.
   • f. Travel as needed.
   • g. Manage time effectively and efficiently.
6. Bilingual preferred (Spanish)
7. Will follow all procedures of the INK personnel manual.
8. Must possess a valid and current driver's license.

English (United States) If you like to work with people that believe they can make a difference in the world, this is the company for you!

#LI-Education #LI-Entry Level #LI-Full-time Innovative Network of Knowledge (INK) is an educational nonprofit that specializes in finding and developing solutions to problems faced by teachers, administrators, parents and students in the educational community.

Our Services INK provides a variety of comprehensive early childhood education and family support services thanks to strong partnerships with school districts, innovative and fun curriculums, and passionate staff dedicated to learning and academic success.

Services for children and families

• Preschool
• Individualized teaching
• Degreed teachers
• Bilingual services
• Social services
• Parent trainings
• Meals and snacks
• Disability services
• Dental exams
• Mental wellness
• Health services
• Field trips

EEO Statement In accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

EEO Statement In accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.