Operation Assistant l (Healthcare)
Child Action, Inc. (CAI) is a private, non-profit corporation created in 1976 to promote the education and social welfare of children and families and to advocate on their behalf. Our programs include resource and referral services for families seeking childcare, child care subsidies for qualifying families, recruitment and professional development of the child care workforce, and family education and support.
We are seeking individuals who are highly organized, have the ability to multi-task, provide excellent customer service, have good problem-solving skills and have the ability to understand the problems and issues facing families from a variety of ethnic and economic communities.
Please note that completing the job application form is a mandatory requirement for this position.
Position Purpose & Scope:
Under the direct supervision of the Operations Supervisor, the Operations Assistant I serves as the frontline representative of the organization, playing a crucial role in fostering positive interactions with visitors, callers, and staff members. This position is responsible for maintaining a welcoming and efficient office environment while providing essential administrative support to ensure the smooth operation of daily activities.
Typical Duties: (depending on assignment, duties may vary)
Greet visitors and direct them to the appropriate person or
Answer the Child Action, Inc. phone calls and routing calls to appropriate individuals or departments
Process Attendance Forms via Dropbox and US mail; review attendance forms for signatures, correct dates, and required information
Scan Attendance Forms process: ensure attendance forms are visible, all pages of attendance forms are recorded, and information is accurate
Manage incoming and outgoing communications channels, including emails and ensure prompt and accurate responses
Maintain the front lobby ensuring it is clean, organized, and presentable always, including tidying up the play area, flyers, and other materials
Monitor and replenish office supplies, forms, and breakroom supplies, ensuring adequate stock levels to support daily operations for the Client Services Department, Provider Department, Fiscal Department, and Administration Department
Sort and categorize documents, records, and files according to established systems
Perform regular checks to ensure files are in the correct order and properly maintained
Identify and report any discrepancies or issues with attendance forms and files
Troubleshoot basic technical issues related to file management systems
Maintain/Update calendar e. coverage for Childcare Subsidy Coordinator out of office
Provide administrative support to various departments, including filing, locating files, locating attendance forms and creating new labels for client files
Scan drop file/split file process; ensuring all documents are visible and information is accurate
Collect recycling bins for shredding
Tidying supplies and forms cabinets, and workstations
Check new file created in CAIWare for correct spelling and existing record
Additional functions of the position may include, but are not limited to:
Process Attendance Forms via email; review attendance forms for signatures, correct dates, and required
Troubleshoot problematic attendance forms, re-barcoding attendance forms, incomplete attendance forms, signature, second set attendance forms, and dark imagine attendance forms
Attends staff meetings
Performs other duties as assigned
