Administration - YWCA El Paso Del Norte Region

Administration

Child Care Services Subsidy Contracts Administrator

*salary commensurate with experience*


Joyce Jaynes Branch
40+hrs.  Mon- Friday

Under occasional executive direction, administers all aspects of the Workforce Solutions Borderplex Child Care Services (CCS) contract to assure contract outcome delivery in El Paso County and other counties when assigned of the Workforce Solutions Borderplex Service Delivery Area. Serves as the liaison to the Workforce Solutions Borderplex (WSB) Board and implements directives initiated by the Workforce Solutions Borderplex (WSB). This position is grant funded. Continuation of position is contingent upon the availability of grant funds.

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position 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.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

  • Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
  • Administers, directs and monitors assigned programs, operations, contracts and related amendments, communicates with WSB staff as necessary, and assures that all CCS Contract terms are met.
  • Ensures prompt and accurate intake and eligibility documentation of parents applying for childcare subsidies and appropriate wait list placement and follow up for parents when funds are not immediately available.
  • Develops and manages a self-monitoring system for CCS performance that insures compliance with all WSB and TWC rules, and CCS contract terms.
  • Prepares and monitors budgets, financial statements and operating data. Reviews billings and expenditures; and reviews, interprets and reports on actual performance compared to budget monthly, taking corrective action to alleviate variances.
  • Ensures proper billings, collection of receivables, account reconciliation, and timely month-end closings each through supervision of the CCS financial support staff liaison with the YWCA CFO. Also performs detailed funds management and performance reporting by revenue source to assure appropriate expenditure levels, full utilization of funds and meeting of performance targets to fullest extent possible.
  • Ensures proper provider recruitment and TRS recruitment, assessment and monitoring conducted by the CCS Provider Services Department. Maintains positive relationships with CCS child care providers to enhance their understanding and support of the YWCA as the CCS contractor and insures that provider issues or concerns are addressed appropriately.
  • Assures maintenance of provider announcements, payment information and communications via telephone, email and posting on Provider Portal. Work cooperatively with YWCA Network Manager and CFO on systems automation and local software development.
  • Attends appropriate meetings of the WSB, including WSB Board Meetings, sponsored training events and Childcare related committees.
  • Researches opportunities to enhance CCS programs through grant writing/implementation, local match contracts and through community collaborations.
  • Hires, supervises, trains, counsels, evaluates and terminates assigned employees. Involuntarily terminates employees in consultation with Human Resources Officer.
  • Periodically submits reports and/or reports to Chief Executive Officer and YWCA Board of Directors.

EDUCATION
Bachelor’s degree in Business, Accounting or Public Administration field required.  Master’s degree preferred.

 EXPERIENCE

  • Ten (10) years direct experience in related field with experience in contract administration and budget management of at least $5 million, or any combination of experience and training that provides the required knowledge, skills and abilities.
  • Experience in grant writing and understanding of licensed care center administration and the ability to direct large staff required.

 

OTHER REQUIREMENTS

  • Must have analytical ability and be detailed oriented.
  • Must be well organized and be able to handle multiple priorities.
  • Excellent verbal and written communication skills required.
  • Excellent interpersonal skills required, with ability to interact at all levels.
  • Must be able to work under pressure with constant interruptions.
  • Must be able to work independently and autonomously.
  • Must be able to make sound judgments, have excellent decision making skills, and possess strong
  • conflict resolution skills.
  • Must have sound personal computing skills including Excel software.
  • Must have access to vehicle and possess valid driver’s license and sufficient liability insurance.

 


Administration
40hrs.  Mon- Friday

Under general supervision, prepares and facilitates training and development programs to the employees of the YWCA.  Coordinates exempt management meetings and all staff meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position 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.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

  • Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
  • Assist in New Hire Orientation alongside HR Representative, conduct pre-service training to all employees inclusive of their department.
  • Obtains administrator input into training and development needs in their departments. Recommends employee training and development programs based on input, observation, and requests.
  • Seek and gather information from management, employees, and other departments regarding the effectiveness of completed training courses and constantly seek to improve.
  • Develops and conducts management-in-training programs to employees and management development programs to managers.
  • Conducts trainings to employees related to policies, procedures, state licensing, and legal issues.
  • Develops and conducts training programs to employees and managers to enhance customer service excellence.
  • Develops other employee training and development programs internally and builds on existing programs.
  • Assists in coordinating exempt management meetings and all staff meetings.
  • Develops and distributes training completion certifications to participants.
  • Develops and maintains evaluation tools and assesses training impact.
  • Prepares materials, arranges facilities and refreshments, and sets-up for presentations.

EDUCATION
High School diploma or equivalent certification required.  Associate’s or Bachelor’s degree in Communication, Training and Development or related field preferred

EXPERIENCE
Three years’ training and development experience.
Three years’ experience facilitating groups.

 OTHER REQUIREMENTS

  • Customer service oriented.
  • Strong communication and presentation skills.
  • Detail and process-oriented thinker.
  • Strong written and verbal communication skills required.
  • Must possess excellent listening and interpersonal skills with ability to interact at all levels.
  • Must present a professional demeanor and image, role modeling the YWCA’s core values of respect, integrity, responsibility, and community outreach.
  • Must be able to work independently and autonomously.
  • Must be organized and flexible, with the ability to manage multiple assignments in a busy non-profit environment and to work under pressure with interruptions.
  • Must possess creative energy, be a self-starter, require minimal supervision, and be able to work individually and as a member of a team.
  • Must be able to make sound judgments, and have excellent decision making skills.
  • Hands-on computer skills required, including experience working with Microsoft Word, Excel and PowerPoint software.
  • Bilingual Capabilities in English/Spanish preferred.
  • Must have vehicle with required liability insurance and possess a valid driver’s license.

 

Custodian                                           $7.75/hr


Floater for all branches
25hrs.

Joyce Jaynes Branch
25hrs

 

Under direct supervision performs cleaning/janitorial and maintenance duties at YWCA El Paso del Norte Region Facilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position 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.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

 

  • Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
  • Cleans buildings to include, but not limited to, mopping, vacuuming, sweeping, waxing, buffing, and washing of windows, mirrors, doors, walls, and dusting.
  • Keeps facility furniture and equipment clean by dusting and polishing to provide a clean environment daily, including cleaning and emptying all waste baskets.
  • Ensures positive facility appearance at all times. Ensures facility is prepared for all activities, to include set up as assigned.
  • Cleans and disinfects restroom floors, toilets, toilet seats, urinals and fixtures and refills paper goods in restrooms.
  • Cleans all areas daily. Cleans refrigerator and other equipment periodically.
  • Assures safe handling and storage of all cleaning materials. Follows instructions when mixing water with chemicals in containers to prepare cleaning solutions according to specifications. Responsible for maintaining awareness of appropriate steps to take in case of an accident (MSDS).
  • Returns all tools and cleaning equipment to proper storage spaces after use and maintains orderliness.
  • Promptly cleans and dries spills or wet spots on floors.
  • Checks for and reports maintenance and/or safety-related conditions to appropriate personnel. Documents needs on maintenance log.
  • Reports damages and acts of vandalism to supervisor.

EDUCATION
High school graduate or equivalent required.

EXPERIENCE
Six (6) months janitorial experience required, or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities to perform the essential job functions.

 OTHER REQUIREMENTS

  • Must be willing to work weekends, early mornings, late afternoons, evenings and/or before and after normal hours. Must be willing to work split shift.
  • Must be able to work independently and have the ability to work well with others.
  • Must be able to read, write and communicate in English. Bilingual in English and Spanish preferred.
  • Pre-employment drug test and background check required.
  • May be required to have access to personal vehicle with valid driver’s license and proof of sufficient liability insurance if assignments required multi-sites

Maintenance Worker                           $12/hr


Floater for all branches

40hrs ( 2 positions)

 

Under the Maintenance Supervisor direction is responsible for facilities, grounds, and equipment maintenance with a minimum of downtime by providing day-to-day maintenance.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position 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.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

 

  • Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.
  • Performs maintenance of projects to maintain buildings and equipment in working condition to minimize down time and participant complaints.
  • Monitors to assure that facilities and grounds are maintained in above average condition.
  • Prioritizes requests, schedules projects, and maintains database history for major repairs to all building equipment and systems.
  • Complete maintenance work orders from all departments on a timely basis by following YWCA standard operating procedures.
  • Performs repair or general maintenance work of facilities, buildings, grounds, and equipment at various sites including electrical, carpentry, plumbing, sheet rock repair, painting tasks, etc.
  • Coordinates and monitors all construction or renovation projects and installation of building equipment purchases.
  • Works directly with the Safety Coordinator to bring facilities in compliance with OSHA, ADA, City/County Health Department, fire codes and all regulations connected with facilities including pools and transportation.
  • Setting up and breaking down cubicle partitions, exercising discretion to identify projects that need higher skilled crafts individual’s services.
  • Moving and assisting in transportation of furniture and equipment.
  • Performing minor repairs, troubleshooting, and adjustment of locks on cabinets, locks, closets, desks.
  • Perform duties of the company’s preventative maintenance program.
  • Report major repair needs to the Maintenance Supervisor.
  • Communicates with all levels of staff and public as appropriate to the job.

 

EDUCATION

Must have a high school diploma or equivalent.

Technical School Certification or degreed in a related field preferred.

 

EXPERIENCE

Minimum 1 years’ experience in facilities maintenance and building operations required.

Must have basic working knowledge of plumbing, painting, HVAC, electrical, and/or other general repair skills

 

OTHER REQUIREMENTS

  • Knowledge of refrigerated air systems.
  • Excellent verbal and written communication skills required with good listening ability.
  • Must be able to work effectively with sales representatives and suppliers.
  • Must be highly organized, and flexible, with the ability to manage multiple assignments in a busy environment.
  • Must have analytical ability and be detailed oriented.
  • Must possess creative energy, be a self-starter, require minimal direction, and be able to work individually and as a member of a team.
  • Hands-on PC skills required, including experience working MS Word and Excel software. Prior knowledge of maintenance tracking software a plus.
  • Bilingual capabilities in English/Spanish preferred.
  • Must provide personal vehicle with required liability insurance and a valid driver’s license.

Administrative Clerk/Desk Monitor                           $12/hr


Administration
40hrs

Under direct supervision, performs a variety of tasks in the preparation and maintenance of files for Contracts and Compliance Officer.  Assists as clerical support to Contracts and Compliance Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES: to perform this position 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.  In addition to the requirements listed below, regular attendance in the workplace is an essential function of this position.

Regular attendance at Employer’s place of business and/or during  particular hours, as assigned, is an essential function of this position.  Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.

General Clerical

  • Coordinates and manages scheduling of activities, programs and services.
  • Provides accurate record keeping and reporting including attendance records, receipts and deposits, statistical data, time cards review, USDA reports and grants, contracts, and vendor reports.
  • Maintains files and records to include staff records and licensing information for all sites ensuring proper filing and storage.
  • Prepares and maintains computer word processing files, databases, and spreadsheets.
  • Maintains staff files, to include training documentation and copies of records sent to be filed in personnel folders at Human Resources.
  • Takes, prepares and distributes minutes of meetings and prepares for meetings as needed.
  • Maintains attendance records of administrative staff, and prepares necessary documents for Human Resources, payroll, and pertinent board committees.
  • Orders office supplies as needed and equipment as requested.
  • “Go to” person for the stocking and troubleshooting of the Administration copiers.
  • Obtains and reports copier counts to vendor on a monthly basis.
  • Assists in final preparation of department and staff objectives and evaluations as needed.
  • Runs reports as requested.
  • Prepares budget reports and other financial documents as needed.
  • Creates and/or types correspondence as requested.
  • Assists in compiling grant applications and contracts.
  • Manages phones, voice mail for designated staff.
  • Contracts and Compliance
  • Distributes Policy updates to appropriate staff and maintains the Policy binder in a current state.
  • Ensures compliance with YWCA standards, policies and procedures by maintaining proper paperwork in order.
  • Maintains various spreadsheets including Contracts Log which requires ability to read and extract data for contract term, responsible department, budget and total amount, contact information, reporting requirements and other required data.
  • Assists with monitoring programs such as but not limited to: Lift, Teens, TLC, and USDA.
  • Read and interpret contract requirements.
  • Monthly, prepares listing of reports, deadlines and other time sensitive contract related information.
  • Assists with the maintaining contract, procurement and licensing files.

EDUCATION
High school graduate or equivalent required.

 EXPERIENCE
Two (2) years’ experience in clerical work involving high level of mathematical accuracy using addition and subtraction, division and multiplication, percentages, fractions and conversions from one measurement to another.

OTHER REQUIREMENTS

  • Intermediate level of record keeping required; or equivalent combination of experience and training that provides the required knowledge, skills and abilities.
  • High level of mathematical accuracy required.
  • Some knowledge of accounting and bookkeeping would be helpful.
  • Working knowledge of personal computer and excel, word, and access MS software applications required.
  • Some Auditing experienced preferred.
  • Ability to understand complex written and verbal instructions required.
  • Must be able to establish and maintain effective working relationships with coworkers.
  • Good telephone, writing, and conversational skills required.
  • Requires initiative, judgment, and the ability to work under pressure.
  • Must have access to a vehicle with required liability insurance and valid driver’s license.