Administrative Assistant

POSITION SUMMARY: Responsible for performing clerical and secretarial duties for the Head Start Program, primarily assisting the Head Start management team, to include the Head Start Director, Senior Leadership, and Service Area Managers. Projects a professional company image through in-person and phone interaction.

Schedule- Monday - Friday 7:30am-4:00pm

ESSENTIAL JOB FUNCTIONS:

• Answers telephone calls, provides general information, fields/answers questions, directs calls to the appropriate staff member, and takes messages when appropriate.
• Greets visitors and parents in reception area and provides assistance.
• Provides routine and non-routine information to the general public, parents and staff.
• Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
• Maintains guest/volunteer sign-in/sign-out books.
• Maintains reception area, assuring a clean, neat and welcoming environment.  Labels mailboxes with names of appropriate staff members.
• Maintains vehicle and conference/therapy room usage schedules.  Maintains AV equipment sign-in/sign-out log.
• Arranges for the repair and maintenance of office equipment.
• Sorts and distributes mail daily.  Opens and prioritizes mail. Processes all outgoing mail.
• Sort and distribute agency information in the appropriate manner as requested by service area manager.
• Receives shipments, identifies and notifies recipient of delivery.  Assures delivery is distributed appropriately.
• Composes memos, correspondence, and documents as directed.
• Assures all YTF memos are posted as directed.
• Updates program directories and distributes as necessary.
• Enters new employee information in ChildPlus and updates as necessary.
• Assists in preparation of Policy Council announcements and packets in a timely manner.  Serves as a staff liaison to Policy Council Officers and Policy Council members. Coordinates all monthly Policy Council meeting logistics if the Senior Administrative Supervisor is not available to do so (i.e. meeting location, childcare, food, transportation).
• Prepares agendas and sign-in sheets and makes arrangements for meetings, trainings, and other service area activities for all members of the management team as requested.
• Assures all agency purchase requisitions, per diems, mileage forms, and Policy Council reimbursements are complete and accurate.  Logs documents on an Inventory Sheet and submits to the Chief Financial Officer in a timely manner.
• Issues petty cash and maintains appropriate records for each transaction.  Reconciles petty cash periodically with Finance Officer.
• Submits payment for DCF courses and exams and tracks payments.
• Maintains files of Memorandums of Understanding, correspondence, training files and other informational/data files.
• Works independently and within a team on special and nonrecurring and ongoing projects. 
• Assists the Service Area Managers with special projects, which may include: planning and coordinating multiple presentations, disseminating information, and organizing departmental wide events. 
• Purchases office supplies and other necessary items as directed, assuring cost efficiency, and prepares requisitions accordingly.
• Assures appropriate levels of office supplies are stocked and maintained in an orderly manner.
• Updates parent web calendar with current information.
• Assists with compiling and ChildPlus entry of in-kind documentation.
• ChildPlus documentation of staff trainings and in-service trainings.
• Responsible for various printing orders as requested by the management team.
• Actively participates in center/classroom activities, parent meetings and annual parent activities as requested.
• Acts as an advocate and role model for Head Start families.  Recruits children for the program. 
• Assists in the development and implementation of the annual training plan, including pre-service, in-service, T/TA, and ongoing training requirements.
• Attends and actively participates in training programs, staff meetings, and other meeting/trainings.
• Maintains confidentiality in all aspects of client, staff and agency information.
• Maintains effective working interaction with coworkers and outside contacts that will enhance the operation of the Head Start program.
• Organizes and prioritizes all assignments as directed.
• Participates in community activities that enhance Head Start programs as directed.
• Participates in ongoing monitoring, Community Assessment and Self-Assessment and performs reasonable related functions.
• Participates in regular safety, storm and fire drills.
• Submits reports, documents, and files as directed.
• Uses and follows the policies/procedures of YTF Head Start/Early Head Start, federal, state and local regulations/laws, and federal regulations/laws including the Head Start Performance Standards, applicable transmittal notices, and other administrative orders/directions.
• Uses and follows the policies/procedures of You Thrive Florida, including but not limited to Personnel Policies, Occupational Health and Safety policies, payroll policies/practices, etc.

NON-ESSENTIAL/SECONDARY FUNCTIONS:

Performs any additional duties as directed or assigned by supervisor, management staff, program director or You Thrive Florida management staff. This description is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position.

JOB STANDARDS:

Education: High School graduate or equivalent.

Experience: At least one year of clerical/secretarial experience.

Licenses & Certifications: Valid Florida driver’s license and be insurable by Company’s current carrier.  Subject to Federal, State and Local legal requirements/background checks/clearance for working with children.

Core Compentencies: Communication Skills, Time Management, Interpersonal Skills, Computer Skills

CRITICAL SKILLS, ABILITIES, & EXPERTISE:

Physical Requirements: These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position.  Sitting, standing for long periods of time, use of fingers, arms, hands and legs and voice/talking are constant. Good eyesight (correctable) and hearing (correctable) are essential.  Squatting, walking, handling, grasping, stretching/reaching, bending at the waist, driving and light lifting and/or carrying (up to 15 lbs.) are frequent.  Pushing, pulling, kneeling, balancing, turning, feeling, medium lifting and/or carrying (up to 50 lbs.) are occasional.

Equipment: Computer, facsimile, copy machine, calculator, multi-line phone and other small office and instructional equipment and vehicle.

Skills & Expertise: Ability to work with limited direction.  Knowledge of strong organizational methods.  Skills in completing work with a high degree of accuracy.  Ability to effectively communicate orally and in writing.  Ability to establish effective working relationships with people, including supervisors, peers, vendors, parents and children.  Ability to compile data from various sources, departments, etc.  Ability to type at least 40 words per minute.  Expertise in the operations of Microsoft Office Suite and Windows based applications.  Ability to quickly learn new software programs.  Ability to use and operate personal computer and general office equipment.  Skills in customer service and dealing with difficult individuals.  Ability to work in a multi-task environment.  Ability to maintain child, parent and staff confidentiality.

ENVIRONMENTAL JOB FACTORS:

Job Location: Primary location is the Head Start facilities in Hernando, Sumter and/or Volusia counties. Occasional travel to other counties.

Work Environment:  While performing the responsibilities of the position, these work environment characteristics are representative of the environment the employee will encounter.  Office environment and working alone and with others frequently.  Working with office equipment is frequent.  Occasionally outdoors and operates a vehicle.