The Administrative Assistant provides coverage for the Early Head Start main office reception area and performs duties related to customer service, processing mail, and directing calls. This position provides administrative support to the Early Head Start Director and the Policy Council. Support includes advanced clerical tasks, minutes recording and distribution, scheduling/reservations and bookings for a variety of functions, document production, and creation.
All Early Head Start employees will serve as an advocate for Early Head Start families and partner with parents and families as they become lifelong educators by observing, guiding, promoting and participating in the everyday learning of their children at home, school and in their communities.
We are passionate about building and sustaining an inclusive and equitable working and learning environment for all children, families, staff, and our communities. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.
Essential Functions include the following. Other duties may be assigned.
- Word processing support for the Early Head Start Director, Policy Council, and other program needs.
- Produce final drafts of minutes, manuals, rosters, grant requests and misc. documents.
- Collect, collate and distribute information, maintain and organize data and files.
- Make appointments, maintain calendars, and act as liaison for the Early Head Start Director and other Early Head Start managers.
- Provide support to Parent Policy Council, its officers, and committees. Schedule meetings, reserve rooms, attend meetings, record minutes, make phone calls and other services as needed.
- Act as Parent Volunteer Coordinator to oversee volunteer recruitment, administration, orientation and training.
- Supervise volunteers in clerical, data entry and other miscellaneous duties assigned.
- Operate various office equipment; be a resource to other staff.
- Assist with the annual EHS Self-Assessment, Annual Reports, and Community Assessment.
- Track and report on EHS personnel qualifications, training requirements, background checks, and employment requirements for verification and quality assurance.
- Answer multi-line telephone in a timely, courteous and professional manner and transfer calls to different Early Head Start classrooms and/or staff, accurately receive and disseminate messages; keep staff phone extension list and staff roster current.
- Answer questions from the community and prospective Early Head Start families regarding operations, transportation, enrollment, etc.
- Update voicemail as needed.
- Route incoming and outgoing mail.
- Greet clients and provide support to potential EHS families.
- Support the Procurement Coordinator on inventory, purchasing and obtaining bids as/where needed.
- Process the purchase requests for all and service areas (health, nutrition, mental health, early childhood education, family engagement, ERSEA, purchasing etc.).
- Serve as backup for other administrative staff.
- Participate in design, updating, and distribution of program forms and newsletters.
- Produce various documents, flyers, parent handbook, training material, Policy Council Handbook, and Family Handbook.
- Update external and internal web site information and links.
- Attend meetings, trainings, professional development, etc. as required or requested.
- Serve as backup for other administrative staff
Must be able to obtain a criminal history, child abuse history, and sex offender history background clearance upon hire and throughout employment, physical examination clearance, and TB test clearance prior to hire and throughout employment. Must meet requirements per Federal Head Start Performance Standards and any local, state, and/or organization policies and procedures.
Education and Experience – Required: Associate’s Degree or Certificate in Office Administration. A minimum of two years’ experience in general office/administrative practices. If no degree is present, then must have strong knowledge of early childhood education or Early Head Start/Head Start programs. Preferred: More than two years of experience in general office/administrative practices and information technology in an early childhood education setting.
Language Skills – Effective communicator with ability to read, analyze, and interpret general business periodicals, technical procedures, or governmental regulations. Ability to write reports, edit, type 60-70 WPM, take notes, transcribe, and prepare business correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, board of directors, and the general public.
Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions.
Other Skills and Abilities – A collaborative and flexible style, with a strong service mentality; need to be seen as a team player who is committed to lifelong learning; hands-on manager with integrity and a desire to work in a dynamic, mission-driven environment; demonstrated commitment to the social sector with a passion for the organization’s mission is essential.
Computer Skills - Prior experience working with Microsoft Office Suite, specifically Microsoft Word and Excel is required. Strong computer skills required.
Travel - Must be able to travel in and out of community. Current, valid Driver’s License and proof of auto insurance required.
Other - May need to work a flexible schedule as work may be required during evening and weekend hours.
Physical Demands – Regularly required to remain in a stationary position, move or traverse, and use hands, fingers, and vision to operate computers. The employee must be able to lift 45 pounds. Corrected vision and hearing aids may be used to have capacity for normal range required for seeing/hearing visitors, answering phones, and interacting with others. This position works indoors.
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| SAL Community Services is an equal opportunity employer and believes in equal opportunity for all employees and applicants. Accordingly, all employment decisions are based on the principles of equal opportunity. These decisions include recruitment, selection, promotion, transfer, discipline, compensation, benefits, training and other personnel actions involving persons in all job titles and shall occur without regard to actual or perceived race, creed (including religious dress and grooming practices), color, religion (or for requesting an accommodation for a religious belief), sex, age, ancestry, national origin, genetic information (as defined in Title II of the Genetic Information Nondiscrimination Act of 2008 (GINA)), military status or discharge status, veteran status, qualified disabled veteran status, sexual orientation, gender identity or gender expression, transgenderism, marital status, citizenship status, familial status, physical or mental disability (or for requesting an accommodation for a disability), association with a disabled person(s), medical condition (including HIV or AIDS status, cancer related or genetic characteristics) arrest record (unless doing so violates contractual, funding, or licensing requirements), order of protection status, pregnancy (including conditions related to childbirth or breast feeding), homelessness or any other characteristic protected by applicable federal, state, or local law. |
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