HNS Administrative Assistant

Job Description

Job Description

Provides administrative support services to the Health & Nutrition Services Director, performing routine clerical and administrative functions such as data entry, filing, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files. Performs other support activities to assist service area staff involved in the development, implementation, and management of programs and policies and ensures services support the agency's school readiness plan. This position is not eligible for telecommuting as it is front-line work in nature working face-to-face with visitors from the public and supporting overall administrative front office operations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Provides administrative support to the Health and Nutrition Services Director, Health and Nutrition Services Coordinators and Health Specialists in implementing the goals and objectives of the service area:

• Immunizations:
  • Enters information into Child Plus as records are received
  • Calls parents regarding missing immunizations
  • Fills out required State Immunization Record (pink card)

• Physical & Dental Exams and follow up:
  • Sends requests to medical and dental offices
  • Enters results exams into Child Plus as they are received
  • Scans records to Health Specialists

• Child Health Plans, Special Meal Plans, Authorization to Administer Medication:
  • Calls parents regarding the need and implementation of such plans
  • Requests supporting documents
  • Scans plans to HS's

• Translation:
  • Assists with calls from HNSD, HSC, NSC regarding all aspects of the HNS program services
  • Translates or proofreads translations of letter to parents regarding HNS related services and needs

• Mailings: copies, prepares labels and sends out HNS related mailings including those related to enrollment, deadlines and surveys

• First Aid and CPR:

• Tracks inventories as turned in every 2 months
• Restocks inventories
• Tracks expiration dates of supplies in kits including epi-pens
• Checks in and distributes CPR cards

• Tracks health supplies and orders regarding:

• Hearing - tips, paper, calibration
• Vision – SPOT updates, VSP vouchers
• HCT – microcuvettes, lancets, bandages, alcohol wipes, gauze, batteries
• Blood Lead – Lead Care II kits, bandages, alcohol wipes, gauze, sharps containers
• Urinalysis test strips
• Gloves and sharps containers
• Stickers and rewards for participating in procedures

• MOU's: assists with tracking and participating partners lists including current Medicaid providers

• General Health & Nutrition. Under the Direction of the HNS Director, assists with:

• Tracking follow up and retests
• Ongoing PIR tracking
• Parent notifications
• Health screenings
• File reviews
• Self assessment
• CACFP claim and receipts if needed
• HSAC meetings
• NutriKids if needed

2. Records and/or transcribes minutes of meetings and produces documents in draft or final format

3. Provides clerical support to service area in updating service plans and service area Policies and Procedures.

4. Provides translation support, as needed.

5. Documents parent activities on the ELE website calendar, and service-area specific meetings and activities on the ELE Master Calendar.

6. Works with the Community Outreach Volunteer Coordinator to coordinate service area volunteer projects and directs volunteers and Interns. Secures completion of in-kind forms of all service area volunteer activities.

7. Maintains the vending machine at the Administrative office. Places order for food items and maintains stock.

8. Serves as the secondary reception-area staff personnel and serves as primary back-up to the reception-area Administrative Assistant during break and lunch times or when absent.

9. Collaborates with other components to ensure seamless services to children and families and ensures we are staying true to our mission and vision. Attends and participates in staff and parent training sessions, as directed, i.e. pre-service, orientations, in-service training meetings and other agency activities as required.

10. Supports the achievement of in-kind goals by actively participating in the solicitation of in-kind services and donations to the Head Start program including, but not limited to, encouraging community members and organizational contacts to volunteer, provide donations of professional services, supplies, and anything else needed to support the Head Start program.

11. Expected to provide temporary assistance in the classrooms to meet minimum child to staff ratios, or to ensure the safety of children, in the absence of sufficient Education and Child Development Service Area staff. Staff from any service area working or present at a center when the need arises will be called upon first, with Administrative Office staff being utilized if insufficient staff is present on site.

12. Expected to assist the agency in maintaining safe and healthy environments for children and staff by immediately reporting health and safety risks/concerns or potential concerns to a leadership staff member and/or via our internal work order system and follow up with appropriate staff in a timely or appropriate manner.

13.Other job-related duties as assigned may be necessary to carry out the responsibilities of this position.

QUALIFICATIONS:

• Must have a high school diploma or equivalency.

• Must have at least one-year experience as a Secretary or related position preferably in a medical setting.

• Must be bi-lingual in English/Spanish

• Prior Head Start experience is preferred.

KNOWLEDGE/SKILLS/ABILITIES:

• Must be able to type at least 40 words per minute.

• Must have at least intermediate skills in using the computer.

• Should be flexible, willing and able to accept new job assignments without hesitation.

• Should have a working knowledge of office equipment including copy machines.

• Must have highly developed organizational skills.

• Must be willing to follow specific instruction from a number of people in a timely manner.

• Demonstrate effective written and oral communication skills.

• Ability to manage multiple tasks and to develop solutions to problems with limited supervision.

• Ability to write and speak the English language in a proficient and professional manner to

meet requirements of the job.

• Ability to establish and maintain effective working relationships with staff, community groups, and other related agencies and people.

EARLY LEARNING ESSENTIALS. RESERVES THE RIGHT TO REVISE THIS JOB DESCRIPTION AT OUR DISCRETION WITH OR WITHOUT NOTICE AT ANYTIME