Business Assistant (Early Learning)
Description

PROGRAM SUMMARY: Easterseals Early Learning Center- Gilchrist Marchman in Chicago provides inclusive early childhood and education services for children between the ages of six weeks to five years of age. The Center is a part of Easterseals broader programming in Head Start/Early Head Start. Easterseals Head Start/Early Head Start provides high-quality, family centered education for children birth to five years old. We collaborate with 40+ early childhood programs located in the city of Chicago and suburban Cook County to promote school readiness in young children of all abilities from families with incomes below poverty guidelines. In addition to the Gilchrist Marchman location, Easterseals also directly operates an Early Learning Center in Hickory Hills.


POSITION LOCATION: This position is located at Gilchrist Marchman Child Development Center at 1312 S. Racine Ave, Chicago, IL 60608.


REPORTS TO:  Site Supervisor


POSITION SUMMARY: The Business Assistant has two primary functions: to provide administrative support and to assist the Program Manager in the oversight of the office and business affairs, assist in the implementation and maintenance of a record keeping system and to develop a system of inventory, tracking and purchasing. Supervise volunteers, monitor in-kind contributions, lead the Health/Safety Committee Chair, monitor monthly emergency drills, and coordinate internal and external inspections and other safety responsibilities. The employee will be working closely with Center Administrative staff.


MAJOR FUNCTIONS/ACCOUNTABILITIES:

  • Greet and assist parents and other visitors
  • Type and create letters, memos, fliers, forms and other documents
  • Answer and direct incoming telephone calls and takes messages
  • Responsible for on-site orientation for new parents, supervise volunteers and interns
  • Create a system to report Weekly attendance and Enrollment
  • Maintain current enrollment list and update sign-in and sign-out sheet weekly
  • Responsible for ongoing facility management, including the coordination of repairs, equipment maintenance, and correspondence with contracted vendors
  • Coordinate and submit all travel reimbursements in a timely and accurate manner
  • Develop systems and provide monthly ongoing monitoring of site purchases and inventory to ensure compliance with procedures
  • Develop a system for collecting, entering and monitoring data for child care and non-federal share funding (in-kind)
  • Track and submit in-kind reports
  • Complete meal participations forms and report monthly in a timely manner
  • Develop and implement a system for timely and accurate submission of all Food Program billing
  • Develop a system to maintain an accurate and current inventory of supplies and equipment
  • Develop a system for purchasing supplies in a timely manner
  • Responsible for purchasing and tracking of office/classroom supplies
  • Provide training and technical assistance to staff and parents as needed
  • Attend meetings, translate documents, and assist with communication with non-English-speaking families as applicable
  • Keep inventory of printers, copy machine supplies and request items as needed
  • Responsible for assisting in the development of a system to conduct and collect the safe environment assessments
  • Responsible for the coordination of the Easterseals Health and Safety Program
  • Act as the Health/Safety Committee Chair, coordinating monthly emergency drills, internal and external inspections and other safety responsibilities
  • Attend workshops and trainings to maintain current knowledge of data management and record keeping
  • Perform other general duties as assigned by the Site Supervisor or as determined by the needs of Easterseals
Requirements

Education/Certification:

  • Associate’s Degree or higher in business management or related field; knowledge of and/or experience in a Head Start program.
  • Bilingual a plus

Experience Required:

  • To obtain twenty-five hours in professional development training annually

Skills/Abilities:

  • Must have the ability to manage multiple projects
  • Must be highly detailed oriented, accuracy driven
  • Excellent computer skills including knowledge Microsoft Office Word, Excel
  • Excellent interpersonal and organizational skills
  • Demonstrate initiative and motivation
  • Must be responsible, work independently and able to handle confidential material
  • Excellent written and verbal communication skills

ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to treat clients, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.