Administrative Associate

Thread; Anchorage (AK); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

20 days of PTO

403b match

HSA with employer contributions

Dental insurance

Vision insurance

Life insurance

Free thread services

Job summary

Thread in Anchorage, AK is seeking an Administrative Associate to be the first point of contact for clients and visitors, answering calls and providing essential office support to the Office Manager. This role emphasizes customer service and organization to keep the agency running smoothly.

Responsibilities include greeting clients, managing a multi-line phone system, handling mail, coordinating schedules and spaces, and supporting Learn & Grow and SEED teams.

Qualifications

• High School Diploma or GED required; additional education preferred.
• Associates or BA in education, child development, business management, office administration or related field preferred.
• Bilingual Spanish speaking preferred; prior office experience is a plus.

Responsibilities

• Greet and direct clients and visitors in a friendly and professional manner, in person or by phone.
• Accurately communicate information about Thread's services.
• Manage a multi-line phone system.
• Process and distribute incoming and outgoing mail and packages.
• Coordinate monthly staff meetings and calendar invites.
• Provide administrative support for Learn & Grow and SEED teams.

Skills

Customer service

Bilingual Spanish

Communication skills

Team collaboration

Education

High School Diploma/GED

Associates or BA in education, child development, business management, office administration or related field

Tools

Microsoft Office

Salesforce

SharePoint

Job description

Agency Overview:

thread assists families in finding affordable, high-quality child care that meets their needs. We provide professional development, technical assistance, and financial support to early childhood educators and programs to ensure they are preparing children for lifelong success. By collaborating with communities and businesses, we work to achieve positive outcomes for families and young children through increased access to affordable, high-quality child care. We undertake research and advocate for child care policies. This work is guided by our core values of empowerment, access, child care professionalism, children’s rights, and entrepreneurial incubator.

Specific Responsibilities:

The Administrative Associate is the first point of contact for all clients and visitors who walk in, call or reach out to thread electronically. This position is primarily a customer service and administrative support position to the Office Manager but may have other tasks/projects assigned as needed.

1. Greet and direct clients and visitors in a friendly and professional manner, both in person, over the phone, and


2. Accurately communicate information about thread's services to


3. Manage multiple line phone system.


4. Process and distribute incoming and outgoing mail and packages.


5. Facilitate the referral call rotation to Early Childhood Specialists by using the Family Services Communications log.


6. Manage the info and IT email boxes to include checking and distributing throughout the day.


7. Ensure thread office including reception area, mailroom, kitchen, storage, and training rooms are clean, organized, and well-maintained.


8. Assist Office Manager with general agency purchasing, office supply inventory, and vendor Reconcile and submit office supplies invoices as needed.


9. Assist the Office Manager with agency inventory.


10. Assist Office Manager with coordinating, maintaining, and scheduling shared spaces and associated calendars.


11. Coordinate monthly staff meetings to include securing meeting hosts, creating and sending calendar invites and agenda to staff, and taking and filing notes.


12. Provide administrative support for the Learn & Grown(L&G) and SEED team, including quarterly meetings, annual meetings, and cohort support.


13. Provide technical support for early educators/clients including assistance with access to thread’s Serviceportal (Salesforce CRM client service hub).


14. Assist CAO with implementing agency travel procedures including, but not limited to, staff guidance, staff training, travel tracking, and travel booking as assigned.


15. Support other departments with special projects as needed.


16. Other duties as assigned.

Qualifications:

1. High School Diploma/ GED required. Associates or BA in education, child development, business management, office administration or related field preferred.


2. Bilingual Spanish speaking preferred.


3. Previous experience running a multi-line phone system and general office experience preferred.

1. Ability to lift 25 pounds.


2. Current driver’s license required; Alaska driver’s license preferred.


3. Must pass background check. References and valid identification required.

Key Competencies:

1. Passion and commitment to thread’s mission and the importance of early childhood education.


2. Ability to communicate effectively with a diverse group of providers, parents, staff, and members of the community.


3. Knowledge of early care and education programs and services, and community collaboration initiatives

1. Ability to provide high level customer service including friendly, helpful, and clam support

1. Flexibility and adaptability as organizational needs change.


2. Strong people skills required.


3. Strong analytical skills and mindfulness of details.


4. Ability to use database systems and general office programs with comfort and ease including Microsoft Outlook, Calendar, Word, Excel, Teams, Zoom, Salesforce and SharePoint.


5. Familiarity with office machinery such as copiers, postage machines, label makers, water dispensers, etc.

Physical Requirements & Working Conditions:

1. Prolonged periods of sitting and working at a computer.


2. Frequent use of hands and fingers to operate a computer, telephone, and other office equipment.


3. Ability to communicate effectively in person, by telephone, video conference, and electronically.


4. Ability to move about the office and access work areas, meeting spaces, and office equipment.


5. Occasional standing, walking, bending, reaching, and lifting or carrying up to 20 pounds.


6. Occasional travel for meetings, trainings, or other organizational activities.


7. Occasional evening or weekend work as needed.


8. Ability to maintain focus and perform detailed work for extended periods.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Schedule and Compensation:

Position Hours: Monday-Friday, 9am-5pm

Location: 111 W 16th Ave., Ste 205, Anchorage, AK 99501

Position Type: Full-Time, 40 hours/week

Classification: Permanent, Non-Exempt

Supervisor: Office Manager

Supervises: None

Starting Hiring Pay Range: $22.00-$24.00/hr.

Full Time Benefits: 20 days of PTO (starting), paid holidays, 403b match, High-Deductible Health Plan with HSA option (employer contributes to HSA), Dental, Vision and Life. All premiums covered 100% for employee’s health, dental, vision and life. Free thread services.