Administrative Assistant to the Chief Operating Officer

Job Description

Job Description

Position PurposeProvide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Essential Duties and ResponsibilitiesClericalHandle requests for information and dataPrepare and modify documents including correspondence, reports, drafts, memos and emailsSchedule and coordinate meetings and appointments for Manager/DirectorCoordinate preparation of materials, and ensure scheduling of sufficient preparation and travel time record, compile, transcribe and distribute minutes of meetingsOpen, sort and distribute incoming correspondenceMaintain office supply inventoriesPrepare and coordinate mail, faxes, and express packages.Provide filing systems for all correspondence, reports, records, etc.Takes minutes at meetings, transcribe minutes and distribute to relevant personnel.Answer telephone and gives information to callers, screens in-coming calls to Manager/Director Perform photocopying and other production services.Any person who suspects child abuse or neglect is required to report suspicions to the appropriate agency (as defined below) within 48 hours after the abuse or neglect is first suspected.[1]  CommunicationDemonstrates respect for others by sharing information objectively and non-judgmentally and adjusting verbal and written communication strategies for different audiences.Promotes a unified approach to sharing child information with families by engaging in joint planning with teachers and other specialists to prepare for home visits and other family contacts.Ensures that own communication is easily understood by speaking and writing clearly and using standard grammar and spelling.  ProfessionalismAssure confidentiality of all program information and family and staff confidentiality by limiting conversation about them and accessibility to their records.Maintain professional boundaries in relationship to staff and families.Complete all required paperwork and reports by assigned deadlines.Comply with Child Inc. Personnel Policies and Procedures, and with Standards of Conduct.Cooperates with supervisors, support staff and community resource partners.Complies with Child Inc. Policies and Procedures, TDFPS guidelines and Head Start Performance Standards.   Personal and Professional DevelopmentAttend and participate in weekly team meetings, all pre-service, in-service, and any other training deemed necessary by the Executive Director.Further professional growth by seeking feedback, reflecting on and assessing own practice, and taking opportunities to improve skill and knowledge.Attends workshops and keeps informed on new trends in the field of early childhood.In addition to all other duties, every Child Inc. employee, consultant, contractor and volunteer has the primary responsibility for the health and safety of all children. TranslationWill provide clear and accurate translation, both spoken and verbal, from Spanish to English or English to Spanish. Perform other duties as assigned. General Knowledge, Skills and AbilitiesMust be flexible ad able to work well under pressure.Must maintain skills necessary to safely and efficiently operate the following equipment and machines used in the performance of this job.Ability to be flexible with work assignments and work schedules. Must enjoy working with and around children. Must have the ability to read, write, and compute simple arithmetic problems effectively. Excellent communication skills, especially good listening skills.Ability to read, rapidly comprehend and correctly interpret regulations, policies and procedures.Must have the ability to work and maintain high standards of professional ethics with persons of different racial, ethnic, economic and social backgrounds. Staff RelationshipResponsible to Executive Assistant to Executive Director. Maintains supportive and cooperative relationships with other Child Inc Division staff and community agency personnel while maintaining proper standards of client confidentiality.Cooperate with all Child Inc staff in attaining overall agency goals. Minimum Qualifications:Must have a high school diploma or GED and one year of post-high school studies in a related field and at least one year of experience in an administrative clerical position.Must have the ability to work at any center assigned, regardless of location.Must have a valid driver's license, liability insurance, and reliable transportation to deliver food to various locations.  Working Conditions:The demands described are representative of those that must be met by an individual to successfully perform the essential functions of this job.Will spend time sitting, utilizing the computer, and standing/walking throughout the facilities.The ability to make fast, simple, repeated movements of the fingers, hands, and wrists.Ability to perform physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials.Ability to physically lift up to 25 pounds periodically.In-area and out-of-area travel.