Easterseals Southern California

  • Database and Administrative Specialist

    Job Locations US-CA-Rancho Cucamonga
    Job ID
    2018-1821
  • Overview

    Under general supervision, performs a variety of general administrative support activities for the efficient operation of Child Development Services. Maintains several databases, keeps data current, and provides database support to staff. Facilitates office operations through the coordination of phones, mail, supplies, equipment and support. Compiles and analyzes basic information for inclusion in reports or presentation materials; prepares charts, graphs, or tables as necessary.

    Responsibilities

    • Maintains multiple CDS databases. Enters data and ensures data is up to date. Provides initial point of contact and support to field staff for help with databases, resetting passwords, etc. Updates/refreshes program information in the databases on a monthly and/or annual basis as appropriate
    • Provides administrative and operational support. Serves as initial point of contact to clients, visitors, associates, management, contractors, etc.
    • Compiles Monthly Respite Reports from Program Coordinators and ensures accuracy of monitoring visits. Conducts announced and unannounced monitoring visits on a monthly basis.
    • Assists with the maintenance and updates to division policies and procedures when needed. Maintains contact lists and filing systems. Assists in the preparation of regularly scheduled reports
    • Provides support in meeting organization, preparation, setting agendas, and taking notes. Assists with the scheduling and posting of deadlines.
    • Organizes and schedules appointments, books travel arrangements as necessary. Submits and reconciles expense reports. Answers and directs phone calls, retrieves messages. Checks incoming and outgoing mail. Writes and distributes email, correspondence memos, letters, faxes and forms
    • Orders office and program supplies; researches options with vendors and suppliers
    • Performs other duties as assigned

    Qualifications

    • Typically requires H.S. Diploma or national equivalent and 1 to 2 years’ experience, or equivalent combination of training, education and experience to perform the job successfully.
    • Must possess and maintain current pediatric (infant/toddler) CPR and first aid certificate.
    • Must complete California-mandated Child Abuse Reporter Training as well as Pesticide Safety Training (per Healthy Schools Act) prior to beginning work.
    • Demonstrated proficiency with MS Office applications (e.g. Word, Excel, Outlook, Skype).
    • Ability to communicate effectively, through oral and written skills, and work cooperatively with all levels of staff and the general public.
    • Ability to maintain customer service orientation and professionalism in all interactions.
    • Ability to exercise independent judgment and employ basic reasoning skills.
    • Ability to exercise discretion and maintain a high level of confidentiality with sensitive documentation and/or situations.
    • Ability to stand for extended periods. Ability to lift 40 lbs. continuously. Ability to reach, bend, stoop, and squat. Must possess fine manual dexterity. Ability to push, pull, talk/hear, with near and far visual acuity/depth perception/color vision/field of vision.
    • Ability to pass a post-offer physical examination and a TB test.
    • Ability to provide any/all current immunizations as required by the State of California for child development centers and staff.
    • Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals Southern California and/or program requirements.

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