Job Function: To work with the Director(s) to perform administrative duties essential for the effective operation and implementation of the Head Start Program.
Principle Duties & Responsibilities
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Assist the Director(s).
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Ensure and participate in the maintenance of an organized filing system as directed by supervisor as well as identified through daily tasks.
- Answer the telephone and direct all calls to the appropriate manager with-in a timely manner.
- Works with interview team and the HR/Payroll Associate to set-up interviews and schedule Policy Council for interviews.
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With HR/Payroll Associate compiles new hire packets and other paper work related to the interview process.
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Works with Director to compile, file, and collect monthly reports and other monitoring tools.
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Provide clerical assistant for management staff as assigned by Director including typing and copying for the management staff, compose correspondence as requested.
- Process mileage for staff within their assigned region.
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Process office supply orders for centers and offices within their assigned region.
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Conducts follow-up on interviewees, including, but not limited to, Thank you, but no thank you letters.
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Ensure that all incoming mail is logged in and distributed through the inner-office mail system. Deliver faxes to appropriate managers. Ensure outgoing mail is ready for daily pick-up.
- Assist with tracking/ follow-up of program goals including mini-grants administered by the Director.
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Assist with tracking documents related to licensing, coordinating activities with the Director and Administrative Coordinator.
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Maintain morning report regarding staff vacancies/absences as well as child enrollment/attendance.
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Works with Administrative Coordinator to manage ordering of office supplies for centers and offices.
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Assist with monitoring CWEP & JTPA workers recruited to work with Director on special projects, including training needed to perform clerical duties, as assigned.
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Input CSST intake forms collected from centers (assigned to Director of Operations).
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Complete eligibility record forms and files CACFP forms (assigned to Director of Program Services).
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Work with the Training Associate and their assigned Director, and management to set up regional inservice trainings.
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Other duties deemed by management staff.
Requirements
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High school Diploma.
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One (1) year prior experience working in an office setting.
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Knowledge of office equipment and machines.
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Ability to type reports and documents as necessary.
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Knowledge & ability to use the computer.
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Ensure that confidentiality is maintained at all times.
7. Ability to greet the public courteously and relate positively to both the public and staff.
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Ability to maintain clerical records and prepare reports from varied statistical information.
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Knowledge of Business English, Spelling, and typing procedures.