Administrative Assistant

Head Start Administrative Assistant

It's a great feeling to work for a company that does so much good for others around the world!

Academic Req: Required - High School diploma or GED Work Experience: Required - One year of clerical support in an office environment. Prefer Associate or Bachelor's degree, bilingual (Spanish), experience in office management, and knowledge of Head Start administrative functions.

Critical Action Items & Measurable Deliverables:

1. Protect the physical and mental health and safety of our children and no child is left alone or unsupervised while under our care. (HSPPS 1302.90)

2. Follow appropriate practices to keep children safe during all activities, including reporting at a minimum suspected or known child abuse and neglect, appropriate supervision of children at all times; and all standards of conduct. (HSPPS 1302.47, 1302.90)

3. Support the provision of ongoing monitoring results, data on program and school readiness goals, and other information to the governing body (HSPPS 1301.2)

4. Support and participate in staff development, including completion of minimum training requirements as specified in state and federal standards (HSPPS 1302.91, 1302.92), continuing professional development, and staff wellness initiatives.

5. Ensure the Head Start Directors' calendars is accurate and current.

6. Acknowledge inquiries to the grant area's main office within the same business day.

7. Review correspondence and program documentation (e.g., meeting minutes) for correct grammar and formatting using the established branding.

8. Produce reports, as determined by ongoing oversight data, for the grant area's delivery on a semi-annual basis and deliver to executive leadership and policy council.

9. Requisition invoices within 24 hours of receipt.

Other Responsibilities:

1. Provide word processing and administrative support for grant area leadership, policy council, center leadership, parent committees, and other agency needs.

2. Maintain record keeping system and form compliance with federal regulations and agency policies and protocols.

3. Collect, collate, and distribute information and maintain and organize grant area data and files in database and records management systems.

4. Produce final drafts of minutes, manuals, rosters, grant requests and miscellaneous documents.

5. Work closely with program staff to support accurate reporting and program compliance.

6. Maintain calendars, schedule meetings, reserve rooms/conference bridges, coordinate travel and logistics, and attend and record meetings, training sessions, and other events.

7. Route incoming and outgoing mail and interoffice mail.

8. Maintain office equipment and supplies, including inventory and order management.

9. Support grant area leadership coordination with executive staff to address identified needs and requests for information.

10. Support school events, meetings, and other team activities, including annual in-service training.

11. Maintain confidentiality in all areas of child and program operations.

12. Process invoices as required and in a timely manner.

13. Perform reception duties for the grant area's office(s).

14. Supervise volunteers in clerical, data entry and other miscellaneous duties assigned.

15. Support other special projects and perform other job duties as assigned.

Requirements:

1. Strong computer literacy, specifically in Office 365 applications.

2. Excellent written and verbal communication skills in English and Spanish (preferred).

3. Ability to maintain emotional control, and professional composure.

4. Working knowledge of all INK policies and procedures.

5. Ability to organize and prioritize duties and responsibilities in a fast-paced environment.

6. Ability to interpret and apply program information in making work decisions or in providing information to others.

7. Ability to work independently.

8. Possess a valid driver's license.

9. Complete and pass health examination.

10. Confirm work eligibility status.

11. Successfully pass driving history check.

12. Clear criminal background check.

13. Required to lift up to 60 pounds.

14. Required to stand, sit on the floor, bend, squat, kneel, lift children, and engage with children.

15. Exposure to communicable diseases, and other hazards such as cigarette smoke, pets, at risk neighborhoods.

16. Travel up to 50% by car, bus, airplane, or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of state and in some cases where some overnight travel may be required.

17. Some evenings and weekend work may occasionally be required for events such as home visits, parent teacher conferences, Parent Committee meetings, community, and social events such as field trips.

English (United States)

If you like to work with people that believe they can make a difference in the world, this is the company for you!

EEO Statement

In accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.