Office Assistant

Children's Aid Society; New York (NY); Hybrid; USD 23,000 - 28,000; Full time

Job summary

Children's Aid Society is seeking an Office Assistant to support administrative operations within the Early Childhood Division, focusing on recordkeeping, data entry, and family engagement to ensure program compliance.

You will support the Leadership Team and Family Advocate, ensuring accurate records, timely data entry, and smooth daily office functions in alignment with Head Start standards and local regulations.

Qualifications

• High school diploma or GED; associate degree preferred.
• At least 2 years of related administrative or office support experience.
• Proficiency with Word, Excel, PowerPoint; experience with electronic data systems.
• Strong written and verbal communication.
• Bilingual English and Spanish.
• Ability to maintain confidentiality and meet deadlines.

Responsibilities

• Maintain accurate electronic and physical records.
• Provide front-line office support: calls, messages, greeting families.
• Maintain confidentiality of child, family, and program information.
• Assist with special projects and trainings as assigned.
• Support data management and attendance processes.

Skills

Bilingual English + Spanish

Strong communication

Detail-oriented

Time management

Education

High School Diploma or GED

Associate degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Hourly Salary: $17/hour - $20/hour

Position Summary:

The Office Assistant supports the administrative operations of the Early Childhood Division by providing clerical and data management support to the Family Advocate and Leadership Team. This role helps ensure accurate recordkeeping, timely data entry, and efficient day-to-day office operations in support of children's school readiness and compliance with Head Start Performance Standards, New York City Department of Health and Mental Hygiene (DOHMH) Article 47 regulations, and program-specific funding requirements.

Reporting to the Program Director, the Office Assistant is accountable for maintaining program records, supporting data management and family engagement activities, providing administrative support, and contributing to the effective operation of the Early Childhood program in alignment with the mission and values of Children's Aid.

Children's Aid Mission

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children's Aid annually serves children and their families at over forty sites in New York, as well as through three national program models. Children's Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children's health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth, and families in all that we do.

We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth, and families.

We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.

We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.

We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties and Responsibilities

Administrative Support & Office Operations

• Maintain accurate and up-to-date electronic and physical records.
• Perform a variety of administrative support functions, including answering telephone calls, responding to messages, greeting families, and providing general office support.
• Maintain confidentiality of child, family, and program information in accordance with organizational policies and applicable regulations.
• Assist with special projects and other administrative duties as assigned.
• Participate in required trainings, workshops, in-service days, staff meetings, conferences, and supervision activities.
• Perform other related duties as assigned.

Data Management & Recordkeeping

• Regularly monitor COPA reports to ensure data is entered accurately and in a timely manner.
• Enter, update, and monitor child and family health information within the program's data management system.
• Enter and maintain attendance records and assist with daily attendance calls to families.
• Support leadership by entering and updating developmental screening information to help ensure screenings are completed within forty-five (45) days of a child's first day of service.
• Enter and update Family Engagement information within the program's data management system.

Minimum Qualifications

• High school diploma or GED required; Associate degree preferred.
• Minimum of two (2) years of related administrative or office support experience required.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, and experience using electronic data management systems.
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Demonstrated organizational skills with strong attention to detail and the ability to prioritize multiple responsibilities.
• Ability to work effectively in a fast-paced environment while meeting established deadlines.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Bilingual in English and Spanish.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.

Qualifications

Behaviors

Detail Oriented - Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Work-Life Balance - Inspired to perform well by having ample time to pursue work and interests outside of work

Education

High School (required)

Experience

2 - 3 years: Related administrative or office support experience. (required)

Skills

• Data Entry (preferred)
• Bilingual (English + Spanish) (preferred)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.