ADMINISTRATIVE ASSOCIATE HS PROGRAMS

Job Function: To work with the Director(s) to perform administrative duties essential for the effective operation and implementation of the Head Start Program.

Principle Duties & Responsibilities

1. Assist the Director(s).
2. Ensure and participate in the maintenance of an organized filing system as directed by supervisor as well as identified through daily tasks.
3. Answer the telephone and direct all calls to the appropriate manager with-in a timely manner.
4. Works with the Director and the HR/Payroll Associate to set-up interviews.
5. With HR/Payroll Associate compiles new hire packets and other paper work related to the interview process.
6. Works with Director to compile, file, and collect monthly reports and other monitoring tools.
7. Provide clerical assistant for management staff as assigned by Director including typing and copying for the management staff, compose correspondence as requested.
8. Process mileage for staff within their assigned region.
9. Process office supply orders for centers and offices within their assigned region.
10. Conducts follow-up on interviewees, including, but not limited to, “Thank you, but no thank you letters.”
11. Assist with tracking/ follow-up of program goals including mini-grants administered by the Director.
12. Assist with processing/tracking documents related to community collaborations, coordinating activities with the Director and Administrative Coordinator.
13. Works with Administrative Coordinator to manage ordering of office supplies for management satellite offices.
14. Assist with monitoring interns recruited to work with Director on special projects, including training needed to perform clerical duties, as assigned.
15. Complete eligibility record forms and files CACFP forms (assigned to Director of Program Services).
16. Ensures the safety of all children by participating in monitoring of center, implementation of child safety procedures, reporting accidents, reporting child abuse or neglect, following Standards of Conduct, and reporting any child health/safety concern to supervisor.
17. Assist other associates as needed.
18. Other duties deemed by management staff.

Qualifications

1. High school Diploma.

2. One (1) year prior experience working in an office setting.

3. Knowledge and ability of office equipment, machines and computers.

4. Ability to type reports and documents as necessary.

5. Ensure that confidentiality is maintained at all times.

6.         Ability to greet the public courteously and relate positively to both the public and staff.

7. Ability to maintain clerical records and prepare reports from varied statistical information.

Knowledge of Business English, Spelling, and typing procedures