Administrative Assistant

Community Action Head Start Administrative Support

Job Summary: Under the direction of the Governance and Support Coordinator, this position is responsible for front desk reception, customer service, enrollment support, including answering basic program eligibility questions, and performing all aspects of administrative support at the Community Action Head Start main office, including customer, enrollment support, scheduling, copying, answering phones, and other administrative projects.

Essential Functions: Duties and Responsibilities:

Front Desk Reception

• Welcome and assist guests and visitors by greeting them and answering questions in a courteous, helpful manner.
• Direct inquiries to the appropriate staff as necessary.
• Support the enrollment team by responding to messages from families who are interested in applying for Head Start or who would like more information about funding sources and community resources.
• Assist potential Head Start families with completing the Head Start Application and ensure the application is fully completed.
• Manage the phone system. Answer and respond timely and appropriately to requests or inquiries. Forward phone calls to appropriate staff as necessary.
• Utilize database to look up basic enrollment information in order to assist families.
• Sign for incoming deliveries and monitor incoming and outgoing mail. Assure proper distribution to the assigned person, program or department in a timely manner.
• Maintain and ensure cleanliness and orderliness of the reception area and lobby on a daily basis.
• Keep brochure information racks and other materials fully stocked.
• Ensure proper sign-in procedures for visitors and staff.
• Provide activities to children while families are completing paperwork.
• Assist with inventory flow and distribution of diapers to families on designated days.

Administrative Support

• Organize and maintain files.
• Distribute departmental communication by hand, by telephone, by fax, by email, and by internet, as necessary.
• Assist supervisors with special assignments.
• Maintain conference room calendars and reserve for staff upon request.
• Schedule appointments, meetings and other events. Obtain event location and refreshments. Prepare room, nametags, folders, sign-in sheets, etc.
• Enter data into database, such as volunteer hours and participant data surveys.
• Upload documents into database. Pull and prepare reports. Maintain training rosters.
• Monitor and order office supplies and place orders on behalf of various Head Start departments.
• Complete financial coding sheets for purchase orders and invoices. Maintain office equipment (i.e., copier toner and supplies). Schedule maintenance as needed.
• Assist all supervisors as needed with collating, labeling, envelope stuffing, etc. Copy and distribute materials. Serve as the liaison to the agency's printing department.
• Assemble recruitment materials for events and orientation materials for new hires. Maintain mailbox area, labels and updates.
• Coordinate inter-office deliveries between main office and Head Start centers. Coordinate kitchen cleaning schedules.
• Protect operations by keeping information confidential. Attend staff meetings, other meetings, workshops and training sessions when appropriate. Perform other duties as assigned.

To ensure compliance with program requirements, and safety of staff and clients, the ability to communicate effectively in English, both verbally and in writing is required. Work Location: This position will work solely in person at the Head Start main office. Safety: Responsible for conducting all duties in a safe manner.

Qualifications: Education & Experience: Associate's degree in an administrative support field and 1 year of experience in an administrative support or customer service role, or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job. Experience with non-profit agencies and social service resources preferred. Requires strong communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents. Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint), email and internet use. Knowledge of desktop publishing, spreadsheets, mail mergers and Google Drive preferred. Ability to coordinate completion of many high-priority projects, often simultaneously. Able to work with minimum supervision in a fast-paced environment. Ability to be a self-starter and work independently while being a member of the administrative team. Ability to maintain electronic files. Ability to effectively relate and communicate to people (including children) of varying multi-ethnic and socio-economic backgrounds. Strong organizational skills and attention to detail.

Physical Requirements: Normal office physical exertion required. Must be able to successfully pass the pre-placement Head Start physical exam.

Mental Requirements: This position requires an awareness of deadlines, the ability to handle and prioritize multiple tasks, and the ability to function independently.

Environmental Requirements: Normal office environment.

Benefits: Department: Head Start Starting Salary Range: $19.50/hr - $21.45/hr Locations: Syndicate Headquarters - 450 Syndicate St N St. Paul, MN 55104 Schedule: Tuesday-Friday, up to 19 Hours/Week, Full Year, Part Time, Regular Posting Dates: This position will be reposted until vacancy is filled. Benefits: Community Action offers a benefits package for eligible part-time employees, including paid time off (PTO), retirement plan participation, employee discount programs, and more. Employees who regularly work 20 or more hours per week may become eligible for additional benefits, including health, dental, and vision insurance, based on eligibility requirements.

Background Checks: Community Action conducts criminal background checks at the time of hire. Not all backgrounds are a barrier to employment. Community Action Partnership of Ramsey and Washington Counties is an Equal Opportunity (EEO) Employer. We recruit, select, hire, place, transfer, promote, demote, layoff, discipline, terminate, recall, compensate, and train without regard to race, religion, creed, color, national origin, age, gender, gender identity, sex, sexual orientation, familial status, disability, veteran status, status with regard to public assistance, membership or activity in a local human rights commission, or any other basis protected by applicable laws, directives, and regulations of federal, state, and local governing bodies or agencies. We will provide reasonable accommodation to applicants and employees with disabilities whenever possible.