Administrative Assistant - Nutrition & Early Learning

Catholic-Charities-Serving-Central-Washington; Yakima (WA); On-site; USD 27,000 - 32,000; Full time

Benefits offered by this job

13 paid holidays

12 days vacation

12 days sick leave per year

Health insurance with medical & Rx

Dental and vision options

Retirement 403(b)

Life Insurance

Flexible Spending Account

Education Assistance Program

Employee Assistance Program

Longevity awards at 5 years

Job summary

Catholic Charities Serving Central Washington in Yakima seeks an administrative support professional for Nutrition and Early Learning programs across East and West Yakima locations. You will handle reception, scheduling, billing, and recordkeeping, while maintaining HIPAA compliance and a positive team environment.

The role requires a high school diploma or GED with two years of college preferred, plus prior admin experience and bilingual English/Spanish.

Qualifications

• High school diploma or GED required.
• 2 years of college or business school training preferred.
• Prior administrative or clerical experience required.
• Bilingual English & Spanish required.
• Pleasant, professional, welcoming and friendly demeanor with staff and clients.

Responsibilities

• Provide professional reception, telephone, visitor, mail, scheduling, and general clerical support for programs.
• Maintain confidentiality and follow HIPAA, safety, security, and agency protocols.
• Maintain records for family, child, immunizations, and enrollment in ProCare/IntelliKids.
• Process billing and subsidies; submit subsidy invoices and maintain subsidy records.
• Coordinate supplies, inventory, and order processing; assist with facility repairs.

Skills

Bilingual English & Spanish

Multitasking

Professional demeanor

Microsoft Office

Education

High school diploma or GED

Some college / business school training

Tools

Microsoft Office

Job description

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 SupportProvide professional reception, telephone, visitor, mail, scheduling, and general clerical support for early learning and nutrition programsMaintain confidentiality and follow HIPAA, safety, security, and agency protocolsMaintain parent resource boards, program materials, and ProCare informationReceive and receipt all billingMaintain cleanliness of reception, meeting spaces, and common areas and follow opening and closing proceduresMaintain positive, outgoing team atmosphere toward staff and clientsEarly Learning Program AdministrationMaintain accurate family, child, and immunization records in the systemSupport in collecting fees and subsidy payments for all billings to include submitting subsidy invoices and maintaining accurate subsidy records in collaboration with agency finance departmentMaintain accurate enrollment including updating ProCare and IntelliKidsMaintain program forms and records including attendance, meal counts, and documentation for all state and federal programsSupport program managers in maintaining compliance with state and federal reporting in electronic databasesCoordinate ordering of supplies and equipment, maintain inventory and assist with ticketing for facility repairs and maintenanceCoordinate with program managers, EL leadership, and agency finance staff to support effective center operationsChildcare Nutrition Program AdministrationScreening and relaying incoming calls and emails.Providing general reception to visitors as needed.Drafting, translating and editing program materialsProcessing claims to support compliance with OSPI Child and Adult Nutrition ProgramGeneral ResponsibilitiesParticipate in monthly supervision meetings with direct supervisorTake day-to-day direction from Program Managers when working within the early learning centersAttend nutrition and early learning team meetings as assignedPerform other duties as requestedJob Requirements:This position normally requires the physical demands of standing, walking, bending, lifting up to 50lbs or performing other work requiring medium physical exertion, talking and hearing and adequate vision on a regular basis to perform the job requirements. These physical demands are required up to 70% of the time.Physical Requirements:This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.Travel Requirements:This position has two primary work locations, so will require limited local daily driving between east and west Yakima campuses.Non-Physical Requirements:EducationHigh school diploma or GED required2 years of college or business school training preferredExperiencePrior administrative or clerical experience requiredSpecial SkillsBilingual English & Spanish requiredPleasant, professional, welcoming and friendly demeanor with staff and clientsDetail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multiple task managementComfortable with standard office equipment and general computer skills including use of Microsoft OfficeLicenses, Registration, CertificationValid driver’s license and minimum required liability insurance for Washington StateMust be deemed insurable as determined by Catholic Charities’ liability insurance providerEmployment is conditional upon:Being cleared by criminal background check and fingerprinting when requiredWage Range: $19.50 to $23 hour, depending on experienceWork Schedule: Monday - Friday, 9:00 a.m. - 6:00 p.m. This position works at both of our Yakima locations. Mornings will be spent at our East Yakima location, with afternoons transitioning to our West Yakima location.Benefits:13 paid holidays, 12 days of vacation, 12 days of sick leave per yearHealth insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic CharitiesRetirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employmentBasic Life Insurance paid 100% by Catholic CharitiesFlexible Spending Account eligibility following 6 months of employmentEducation Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employmentAdditional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theftEmployee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing toolsAnnual longevity awards begin at 5 years of employmentIt is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.