Admn. Assistant, Head Start, Center-Based

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Job description

Administrative Assistant, Head Start - Center Based A. JOB SUMMARY: Responsible for maintaining all confidential employee and client files. Creates computerized letters, forms, charts and reports for the department. Assists supervisor with the workflow and daily schedules of program and clerical support staff. B. SPECIFIC RESPONSIBILITIES: Essential Functions: Prepares typed drafts and final documents of assignments for managers, supervisors and professional staff as directed. Reviews Head Start staff timesheets for accuracy and completeness. Coordinates arrangements for meetings, including meeting rooms notices, refreshments, agendas and the preparation and distribution of materials. Takes and distributes staff meeting minutes. Establishes and maintains systems for tracking, monitoring and filing documents generated by program staff. Assists in designing formats and reporting layouts. Monitors and maintains supplies/inventory for department. Orders supplies as needed. Arranges for maintenance of equipment. Resolves and reports facility problems to supervisor and/or Vice President, Children & Families and Facilities Manager. Assists in the coordination of departmental information for use by other departments. Collects and assembles data, maintains client lists and demographics and prepares statistical and other reports. Provides clerical support to Head Start department and maintains vacation/holiday calendar for the department. Screens and appropriately directs calls, messages, and departmental mail (opens, screens and distributes) departmental mail. Serves as back up secretary/receptionist when needed. Maintains confidentiality of all client, staff and agency-related data in accordance with agency policies. Reviews timesheets for accuracy and completeness prior to submission to the main office. Attends all Head Start staff meetings, training, workshops, conferences and other activities. Non-Essential Functions: Performs other related duties as assigned. C. REQUIRED JOB QUALIFICATIONS: High School or General Equivalency (GED) diploma. Three (3) years of increasingly responsible secretarial experience. Demonstrated ability to type 45 words per minute. Good oral, written and interpersonal communication skills coupled with excellent grammar and spelling skills. Well-organized with ability to demonstrate a high degree of initiative, tact and good judgment. Ability to independently manage multiple priorities and requests in a timely manner. Proficient in the use of automated systems including word processing and spreadsheet software including the ability to set up and format both technical and routine materials. Additional Requirements/Conditions of Employment: Successful results of pre and continued employment assessments including fingerprinting, drug testing, medical examinations and background check(s).

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