Current Job Postings

Executive Assistant

Parents As Teachers Educator

Arapahoe County Early Childhood Council Position Announcement

Executive Assistant

General Statement of Job:

Under the direction of the Executive Director or ACECC Project Managers as assigned, the full-time Executive Assistant represents the Arapahoe County Early Childhood Council with a commitment to reflect excellence and professionalism in contact with Council Partners, individuals in the community including parents, early childhood professionals, board members, vendors, news media and specifically parents of young children. The Executive Assistant provides general support to the Executive Director and serves as staff support and liaison for the Board of Directors; manages ACECC office space, provides data entry and works with the Project Managers to prepare reports, arranges meetings and appointments, prepares correspondence of a highly technical and/or confidential nature; responds to certain correspondence as requested. Serves as the liaison for the Executive Director by communicating information, requests and direction to others in a professional manner as requested; serves as the primary support to prepare, distribute, coordinate and set-up meetings of the Board of Directors and Executive Committee; serves as the primary support to prepare, distribute, coordinate, set-up, attend and keep minutes of the Council Partner meetings: provides customer service; acts upon priorities; schedules and coordinates logistical arrangements for committee meetings, ACECC events as needed; organizes and coordinates work flow; establishes priorities and deadlines; reviews work for accuracy, timeliness and conformance with procedures and processes.  Works with the Chief Financial Officer to ensure fiscal accountability related to purchases including tracking and receiving orders, maintaining the PO system and maintaining inventory of all items.     

Essential Duties:

The following statements are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required. ACECC retains the right to modify or change essential and additional functions of the job at any time.

• Provide administrative and clerical support to the Executive Director in a professional, nonprofit environment.
• Attends required meetings and events, including those scheduled evenings and weekends.
• Creates and maintains all calendars: staffing, organization, individual project, events, trainings, meetings.
• Prepares agendas, distributes packets and sets-up meeting room/space for all required meetings both at ACECC offices and with appropriate parties for outside meeting needs.
• Answers all calls, directs calls to the staff and tracks calls and messages to ensure timely response.  
• Provides friendly and courteous service to customers in person, by telephone, letter and email.
• Schedules and organizes meetings, conferences, and additional activities.
• Proofs, processes and sends out quarterly newsletter.
• Produces and distributes agendas for various groups and meetings, typing a summary of minutes as directed.
• Responds to regularly occurring requests for information
• Acts as a liaison with other agencies and organizations, including high-level staff such as Project Managers and other internal or external staff and contracted personnel.
• Handles confidential and non-routine information ad policies when necessary.
• Types and designs general correspondence, memos, presentation, charts, tables, graphs, work plans, and so forth, as directed.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Works independently and within a team on nonrecurring and ongoing projects.
• Organizes and plans events occurring within Arapahoe County, as requested.
• Performs simple copying, distribution and mailing of sensitive documents.
• Works with vendors to meet office staff needs related to supplies and services. 
• Initiates and maintains internal office systems with the highest level of use and appearance.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment connected to the position.

KNOWLEDGE, SKILLS and ABILITIES

Knowledge

Knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, Outlook and PowerPoint).

Knowledge of modern office terminology, procedures, equipment and records management.

Knowledge of general math, bookkeeping and English composition.

Knowledge of early childhood programs and operations.

Knowledge of policies and procedures.

Knowledge of office standards, office protocol, professional attire, ethical behavior in the work environment.

Skills:

Requires a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

Requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple, competing tasks and demands.

Requires skill in typing accurately at a high rate of speed.

Requires skill in accurately taking and transcribing minutes.

Requires skill in operating modern office equipment.

Requires skill in efficient office management, including filing and records management.

Requires skill in effective oral and written communication.

Requires skill in coordinating multiple tasks to meet deadlines.

Abilities:

Must be able to interact and communicate with individuals at all level of the organization.

Must be able to work independently and as an integral part of a small management team.

Must be able to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.

Must be able to understand and follow complex oral and written directions.

Must be able to establish and maintain effective working relationships with other employees, executives, Council Partners, and the general public.

Must be able to work well under pressure in a constantly changing environment.

Must be able to exhibit diplomacy and the highest ethical standards in all matters.

Must be able to compose and prepare complex correspondence, reports and minutes.

Must be able to express oneself clearly and concisely.

Must be able to discretely handle confidential information.

Must be able to handle multiple tasks simultaneously.

Must be able to make independent decisions and work with minimal supervision.

MINIMUM EDUCATION TRAINING AND EXPERIENCE

High School Diploma with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and five (5) years of increasing responsible, related experience (Preferably in the office of a nonprofit director). Prefer Associate or Bachelor’s Degree in Business or Nonprofit Management or any equivalent combination of related education and experience. Experience in data systems, office management, grant reporting, non-profit policies and procedures.  Experience in the field of Human Resources also desired.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit for long periods, talk and hear. The employee is required to use hands and fingers to feel, handle or operate objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus with an emphasis on ability to view a computer screen for long periods, with periodic breaks.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed primarily in an office setting with in-person and telephone contacts and may involve frequent interruptions. The noise level in the work environment is generally moderate. Work may require attendance at evening or weekend meetings.

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

Expectation of All Employees

Support the Council’s mission and vision by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect for others, commitment, accountability and ownership. 

The job description does not constitute an employment agreement between employer and employee and is subject to change by the employer as the needs and requirements to the job change.

Publication Date: August 18, 2008

Closing Date: August 31, 2008

Please send resume to Gretchen Davidson, ACECC, 6860 S. Yosemite Ct. Suite 1100, Centennial, CO  80112.

Please no calls. Email questions to gretchen@acecc.org 

All applicants will be subject to skills testing.

• Supervised experience working with young children and their parents.

Requirements

• Successfully complete the Born to Learn Institute Prenatal to 3 Years and certification as a Parent Educator
• Complete the Follow-up training within 6 months after attending the Born to Learn Institute Prenatal to 3 Years.
• Maintain current certification as a parent educator, by completing the required professional development hours for years of service.

Essential Functions

• Providing parent education through regular person visits implementing the Born to Learn Curriculum Prenatal to 3 Years.
• Assess family needs and provide developmentally appropriate information, guidance, and support to parents.
• Support and enhance the work of the existing Parents as Teachers program.
• Represent the Parents as Teachers program at various community events supporting families with and/or young children.
• Coordinate services with other community programs offering service to parents and their young children.

General Responsibilities

• Serve the number of families determined by program guideline including successful completion of face-to-face visits and group meetings.
• Complete all required documentation regarding home visits, attendance records for group meetings and other Parents as Teachers events, screening summaries, and all essential records required by the program, in a timely and comprehensive manner.
• Become qualified to administer developmental screenings.
• Support families in seeking appropriate resources based on the results of screenings when needed.
• Actively recruit families to participate in the program
• Participate in regular, relationship-based supervision with the PAT supervisor and engage in setting person goals for self-development.
• Engage in on-going learning about issues related to cultural sensitivity and competency.
• Demonstrate an appropriate level of knowledge about what promotes optimal parent-child interaction and infant, toddler and child development.
• Participate in reviewing and analyzing results of evaluation tools used by the program.

Personal Characteristics

• Possesses effective communication skills and is comfortable relating to strangers.
• Develops trusting relationships with parents as a model for parent-child relationships.
• Uses appropriate work-related behavior, dress, and attitude toward fellow professionals.
• Establishes and maintains appropriate professional relationship with families.
• Adheres to required confidentiality practices.
• Monitors and manages a healthy balance between personal and professional responsibilities
• Uses time and resources effectively to manage personal stress and meet job requirements.

.5 FTE

Please send resume to Gretchen Davidson, ACECC, 6860 S. Yosemite Ct. Suite 1100, Centennial, CO  80112. Please no calls. Email questions to gretchen@acecc.org