Office Associate

Job Summary:

The Head Start Office Associate is responsible for the telephone system to answer incoming calls and direct callers to appropriate personnel. The Office Associate is the first point of contact for visitors to the building and must provide exceptional customer service to families and staff. Duties include data management in the ChildPlus and Synergy databases. The Office Associate is responsible for processing documents using the Microsoft Office Suite software. The Office Associate will assist teachers in substitute scheduling to help maintain adequate staff at all times.

Essential Duties (May include, but not limited to):

1. Answers phone calls in a pleasant, informed manner for the purpose of providing information and creating a professional image of the program / district.

2. Greets visitors to the school in a pleasant and informed manner.

3. Responds to inquiries for the purpose of referrals and enrollment.

4. Forwards requests for information and messages to the appropriate individuals.

5. Maintains office meeting calendar and schedules meetings held at school.

6. Maintains, sorts, and distributes mail for school.

7. Screens inquiries of staff, students, parents, the public, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

8. Processes documents as requested by Early Childhood Specialist-Center Coordinators and/or Center Directors.

9. Enters data into the ChildPlus and Synergy databases.

10. Assists teaching staff in substitute scheduling as requested to assure that the adult to child ratio is met at all times.

11. Consistently models Win-Win leadership.

Other Duties:

1. Performs other duties and responsibilities as assigned by supervisor.

2. Serves as a member of the GISD Head Start team.

Qualifications:

Education:

High school diploma or equivalent required.

Experience:

Experience working in an office environment required.

Skills/Other:

Must be able to obtain Department of Human Services (DHS) approval, to pass a physical exam and to obtain a satisfactory criminal history check through fingerprinting. Professional telephone etiquette; take direction; problem solve; work independently. Ability to utilize district technology, and work to maintain proficiency, as required skill sets change with technology and/or the needs of the district. Demonstrated mental/physical ability and stamina for meeting the essential duties of the position. Works successfully as a member of a team. Punctuality and good attendance are required for the position. Ability to work a flexible workday and workweek in order to meet the needs of the position, the department and the district. Represents the district in a professional manner at all times. Ability to exercise good judgment and make decisions in accordance with board policies and established administrative guidelines.

Special Job Considerations:

Certification: Not Required

Type of Certification: None

Bargaining Unit: None

Salary Schedule: Contracted, limited-duration, grant-funded position, Calendar year

Immediate Supervisor: Head Start Director

Supervision: None