Administrative Assistant (Early Childhood)

Help USA; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Morris in Bronx, NY is seeking an Administrative Assistant to support the Early Childhood Program under the Executive Director. You’ll handle calls, data entry, document creation, and office duties to ensure smooth program operations.

Responsibilities include maintaining permits, licenses, inventories, CACFP records, and database updates. Strong communication and 1–2 years in an office setting are required; bilingual English/Spanish is a plus.

Qualifications

• High School diploma or GED required; College degree preferred.
• Must have good computer skills (Word, Excel, Access, Email, Internet, etc.) plus 1-2 years of office experience.
• Excellent written and oral communication skills.
• Bilingual English/Spanish helpful but not required.

Responsibilities

• Provide administrative support to Executive Director and program departments as needed.
• Handle calls, data entry, document creation, and general clerical tasks.
• Maintain permits, licenses, and file systems; monitor inventory and office supplies.
• Assist with CACFP records, attendance, and meal counts as needed.
• Enter child and family information into databases and generate reports.
• Write memos to staff and parents; maintain confidentiality of records.
• Support staffing classrooms and organize logs; participate in professional development.

Skills

Microsoft Word

Microsoft Excel

Microsoft Access

Email

Data entry

Written and verbal communication

Education

High School diploma or GED

College degree preferred

Job description

Program: Morris | 285 East 171st Street, Bronx, NY 10457

What You'll Do

Under the supervision of the Executive Director, the Administrative Assistant will play a critical role in the successful operation of our Early Childhood Program. The Administrative Assistant is responsible for a wide range of tasks that are essential to the smooth running of the program, including answering calls, data entry and document creation, operating office equipment, bookkeeping, clerical work, family communication, and staff training. The Administrative Assistant will support the program administration in the day-to-day operations of the program.

Your responsibilities will include:

• Administrative Support to the Executive Director and other program departments as needed to ensure effective communication and efficient operation.

• Assist in maintaining necessary permits and licenses.
• Assist in the tracking of all staff data to ensure compliance with DOHMH and DOE.
• Monitoring inventories and ordering office supplies.
• Assist with CACFP record maintenance, applications, attendance, and meal count as needed.
• Assist with overall office management, including maintaining a proper file system.

• Responsible for department inventory; submit invoices; assist in resolving Invoice on Hold issues; respond to vendor inquiries and facilitate follow-ups on payment.

• Responsible for entering all child and family information into database systems.
• Responsible for generating reports from database systems for tracking all relevant child and family data, including updating records.
• Assist with staffing classrooms and maintaining logs.
• Write and distribute a memorandum to staff and parents as needed by the Executive Director.
• Perform general office duties, which include answering phones, sending faxes, making copies, and filing.
• Maintain confidentiality of program records and administrative information.
• Participate in professional development training as it relates to job responsibilities.
• Maintain proper documentation on all aspects of job duties.
• Complete other relevant duties as requested by the supervisor to fulfill job responsibilities.

You're a great fit for the role if you have:

• High School diploma or GED required; College degree preferred.
• Must have good computer skills (Word, Excel, Access, Email, Internet, etc.) plus 1-2 years of experience working in an office setting.
• Must have excellent communication skills (written and oral).
• Bilingual English/ Spanish helpful but not required.