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Open Position -

Office Administrator

When you join the staff of Whatcom Center for Early Learning (WCEL), you join a dedicated, mission-driven team of professionals who believe every child should have access to early support services and the opportunity to live their healthiest life. Our staff are passionate about our work with children and families with developmental delays and disabilities within our community and aim to actively contribute to a culture of appreciation.

WCEL’s mission is to partner with families to provide high-quality, equitable, and comprehensive therapy and support services to children experiencing developmental delays and disabilities.  Our vision is an equitable society where children with disabilities and their families thrive, experience meaningful connections, and have a deep understanding of their strengths and needs.

This position is located in beautiful Whatcom County.  Whatcom County is uniquely placed at the heart of the Pacific Northwest, nestled between the mountains and the sea. Living here you can discover your inner adventurer by exploring iconic cities, trying countless outdoor activities, and becoming part of a welcoming community.

Join our life-changing organization today!

Position Summary:

Working under the supervision of the Finance and Administration Director, the Office Administrator supports the mission and vision of Whatcom Center for Early Learning by assisting with general office tasks including but not limited to systems, communications, billing, early support program, and facilities organization. This position supports our 3 locations, Bellingham and Ferndale, and must have the ability to travel efficiently between WCEL campuses as job responsibilities require.

Duties and Responsibilities:

  • Utilizes a variety of software programs for data entry and records management, including Microsoft Excel spreadsheets, Quickbooks Online, and Sharepoint file storage.

  • Assists staff with software support, printer connectivity and other equipment functions as appropriate; coordinates equipment repairs and maintenance as appropriate.

  • Assists with maintenance of filing systems for client files; in coordination with the Program Administrative Coordinator maintains storage, records retrieval and destruction to comply with agency policies and contracts.

  • Maintains confidentiality in all aspects of client, staff and agency information, and adheres to HIPAA requirements.

  • Performs clerical duties that include copying, faxing, mail sorting, mail disbursement and filing.

  • Tracks and orders office and program supply inventory for three locations.

  • Cooperates with staff across Agency departments with a goal to facilitate efficient and effective workflows.

  • Maintains organized and welcoming shared workspaces.

  • Interacts with clients, vendors, visitors, volunteers and staff via phone, email, and in person.

Program Support:

  • Provides general administrative support for WCEL early support and early learning programs as needed.

  • Assists in the preparation and coordination of occasional WCEL events, including staff and program events and fundraising events.

  • Supports staff with MileIQ and mileage reimbursement reports.

  • Supports staff with DocuSign and Adobe documents.

  • Provides assistance and/or notetaking at agency meetings as needed.

Document Administration: 

  • Creates, tracks and maintains enrolled and archived records and files.

  • Receives and enters County Service Authorizations and home visiting forms for DDA billing into Quickbooks.

  • Supports the Bookkeeping Support Specialist with scanning and filing of invoices and other financial records.

Maintenance:

  • Coordinates garbage, recycling and food waste, and water delivery programs.

  • Facilitates maintenance requests and needs with the Facilities and Maintenance Specialist.

  • Supports the Facility and Maintenance Specialist with inclement weather preparations and communications.

Skills and Abilities:

  • Experience and ability to work in Microsoft Office, QuickBooks Online, Teams, Adobe and DocuSign.

  • Work ethic that is oriented toward efficiency and support of colleagues for example, punctual, responsive to requests, organized management of multiple tasks with shifting priorities, and attention to details in work.

  • Excellent written, in-person, oral, and electronic communication skills

 

Education and Knowledge:

  • A.A. or A.S (business preferred), or relatable experience in lieu of education.

  • A minimum of 1 year experience with office and program administrative support.

  • Experience in early childhood programs/education and/or special education (preferred)

Benefits:

  • This position is full-time. An hourly range of $20-26 per hour is offered, being dependent on education/experience/skills/etc.

  • WCEL is pleased to offer a comprehensive array of quality benefits to protect your health and your way of life. WCEL provides a full benefits package including medical, dental and vision insurance for employees, ample vacation leave and sick leave, a 401(k)-employer match (up to 3%), employee assistance program, flexible spending account (FSA), a professional development stipend, and a flexible schedule.

 

Whatcom Center for Early Learning values diverse perspectives and life experiences. We encourage people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, and veterans.

 

Please send resume and cover letter to careers@wcel.netPlease send your resume and cover letter describing your interest in our mission and how your work or life experience had prepared you for this role.

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