Administrative Assistant 3

Summary: Provides vital administrative support to ensure the smooth daily operations of the Little Rock Developmental Preschool, including managing paperwork, assisting with service coordination, and supporting regulatory compliance.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

Daily Operations & Office Management

• Ensure the office and surrounding workspaces are maintained in a professional, safe, and organized manner.
• Develop and maintain office procedures to ensure smooth and efficient operations.
• Provide general support to all visitors and schedule tours as needed.
• Ensure all documentation is systematically organized and securely housed.
• Support social media efforts.
• Assist with special events and activities.
• Attend daily huddle to communicate absences, attendance, and parent updates.
• Conduct morning rounds and ratio counts as delegated by the Director; ensure staff/student check-ins via deTASO. Remind parents to use their full name when checking their child in to deTASO.
• Lock preschool doors at 8:00 AM and reopen at 2:55 PM.
• Schedule meetings and manage correspondence for the Director.
• Assist with staff training preparation.
• Monitor and report building maintenance needs using the designated system; submit maintenance requests as needed.
• Coordinate seasonal photo sessions.
• Maintain updated staff and parent contact lists (emails, PDR #s, deTASO logins, Blackboard).
• Receive and route all emails, calls, and messages to appropriate staff.
• Take detailed minutes at program meetings.
• Assist with preparing reports as requested by the Director.
• Send parent communications (emails, calendar updates) with Director approval.
• Maintain and monitor classroom coverage; assist with backup coverage for reception, lunch, and USDA distribution.
• Support onboarding by completing checklists, reviewing training materials, and guiding handbook review.
• Send payroll sign-off reminders (last Thursday of the pay period).
• Ensure classrooms are signed and locked by Monday at 12:00 PM; send reminder email.
• Order and maintain inventory of all office, program, and aftercare snack supplies.
• Maintain documentation of all expenditures (purchase orders, check requests, etc.).
• Keep the shared LRDP drive organized and updated.
• Track and verify attendance for transportation sign-off documentation.

Compliance & Regulatory Responsibilities

• Maintain knowledge of all applicable licensure and governing regulations (EIDT, Childcare Licensing, DHS, Better Beginnings).
• Conduct and document monthly or as-needed safety drills (fire, tornado, earthquake, etc.).
• Review emergency backpacks and evacuation bags monthly; ensure supplies are stocked and contact info is up to date.
• Maintain all student enrollment paperwork binders.
• Maintain and regularly audit Child Information Binders.
• Collect and email monthly cleaning and refrigerator logs to the Director.
• Review and distribute allergy and special needs lists as needed.
• Review missed staff clock-ins in deTASO and adjust times accordingly.
• Track student immunizations; send quarterly reminders to families for well-child visits.
• Process registration agreements and enrollment packets; coordinate with finance and file accordingly.
• Manage and regularly audit student files; update records in deTASO (e.g., allergies, contact info, dietary needs).
• Submit enrollment status updates to finance.
• Update and distribute classroom phone lists.
• Update classroom lists and student ages monthly.
• Support the management of USDA documentation and conduct monthly audits for accuracy and compliance.
• Run lunch count and complete USDA daily meal count forms.
• Distribute USDA lunch menus and maintain snack inventory.
• Run and print accident/incident reports in deTASO; distribute reports, notify staff, and log documentation.
• Review day habilitation hours to ensure proper service utilization. Run attendance monthly for review with the Director.
• Assist with ensuring policy compliance and alignment with programming standards.

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state and local laws and regulations pertaining to Easterseals Arkansas.

Employee has access to all protected health information of the individuals directly served by this person, except psychotherapy notes. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Supervisory Responsibilities:  

This position has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High School Diploma/GED and 3-5 years’ experience in administrative and support services. A bachelor's degree in social services, Early Childhood Education or other Health Related Field preferred. 

Competencies:

Effective communication skills, both written and oral.

Involves appropriate people in decision–making process.

Includes others in planning, decision-making, facilitating and process improvement.

Supports and explains reasoning for decisions.

Listens and gets clarification.

Identifies and resolves problems in a timely manner.

Develops alternative solutions.

Plans and organizes work effectively to ensure timely completion.

Assists in the development of realistic action plans.

Develops personal leadership skills.

Fosters quality in others, improves processes, products, and services.

Understands and follows all licensing and governing regulations.

Physical Demands: While performing the essential functions of administrative assistant, the employee will be required to sit, stand, walk use hands to finger, handle, or feel and reach with hands. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. 

Work Environment: The work environment characteristics described here are representative of those an administrative employee encounters while performing the essential duties of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet to moderate.