Administrative Assistant / Receptionist

 

Job Description

Be an active participant of a multi-disciplinary team, coordinating and providing support to the operational needs of the Head Start Program, performing a variety of administrative duties to support effective, high quality Head Start programming and achieve our program goals.

The duties listed below are intended only as illustrations of various types of work that may be performed.

ESSENTIAL FUNCTIONS:

ERSEA: (Eligibility, Recruitment, Selection, Enrollment, Attendance)

  • Assists in coordinating an efficient recruitment process.

  • Assists in taking program applications.

  • Participates in Head Start recruitment, advocacy and parent involvement activities as required.

    Data Administrator:

    Support an accurate Records and Communications system

  • Assists in maintaining accurate staff training files, recording training times, filing of certificates, etc.

  • Assists staff meetings, trainings and arrangements for special events.

  • Assists in maintaining accurate program records and develops organized system to make information easily accessible to staff and parents (FYI’s, monthly and quarterly reports, correspondence, calendars, etc.)

  • Assist Teachers and Coordinators with data entry, filing, copying, In-Kind documentation and other services they may require.

  • Assists Director, Coordinators and Teachers in running reports necessary for operating and evaluating the program.

  • Supports the Head Start Director with grant applications, budgets, and work plans as requested.

    Other:

  • Works with the Leadership team to completes the Community Assessment.

  • Assists in organizing the annual self-assessment.

  • Sorts mail, makes copies, scans, files, etc.

  • Answers and directs phone calls as necessary.

  • Maintains program plans, updates and revises program manuals.

  • Coding of vouchers, as necessary.

  • Assists in classroom as needed, filling in as substitute for bus riders.

  • Other duties as required to support high quality programming

  • Adheres to the Head Start Performance Standards.

    QUALIFICATIONS:

    Administrative Associates Degree or related degree education and experience that meets the requirements of the position, preferred, High School Diploma or GED, and Bilingual skills required.

    Advanced computer skills, Microsoft Office, e-mail and internet, with Excellent written and verbal communication skills. To serve as a confidential employee with regard to all matters of business within the Administrative Department. To effectively work and communicate with clients, external agencies and agency personnel from diverse cultures and backgrounds.
    Physical/Mental Abilities and Processes Frequent sitting for long periods using computer keyboard, telephone and other office machines. Ability to work independently and maintain professional boundaries and confidentiality. Strong organization and time management skills, ability to meet tight deadlines and work under pressure. Regular standing to file documents, make copies, faxing etc. High level of efficiency, accuracy and attention to detail. Occasional lifting up to 25 pounds, stooping, bending standing and reaching.

    Job Type: Full-time