POSITION SUMMARY: Responsible for performing advanced level administrative, clerical and secretarial duties for the Head Start/Early Head Start Programs, primarily assisting the Director of Early Learning Programs, Deputy Director of Program Services, and Deputy Director of Children’s Services. Projects a professional company image through in-person and phone interaction.
ESSENTIAL JOB FUNCTIONS:
- Coordinates with HR and hiring manager(s) to assure all new employee documentation is complete and distributed appropriately.Schedules and administers MFCS new employee orientation.
- Ensures all employee onboarding procedures are complete for new employees and sends out a “welcome” email to staff introducing new employee.
- Enters new employee information in ChildPlus.net and updates as necessary.
- Creates and maintains Head Start/Early Head Start employee files; tracks and assures local, state and federal compliance.
- Coordinates distribution of and maintains records for company assigned cell phones, credit cards, keys, ID badges, and alarm system codes.
- Prepares and distributes Policy Council announcements and packets in a timely manner.Serves as staff liaison to Policy Council Officers and Policy Council members.
- Maintains all Policy Council documentation. Coordinates all monthly Policy Council meeting logistics. (i.e. meeting location, childcare, food, transportation)
- Assists in the preparation of Governing Board quarterly meeting packets and supplemental packets.
- Transports Policy Council members and Board members to and from meetings/trainings as necessary.
- Assures all agency purchase requisitions, per diems, mileage forms, and Policy Council reimbursements are complete and accurate.Logs documents on an Inventory Sheet and submits to the Chief Financial Officer in a timely manner.
- Coordinates all arrangements for out of town travel for management team members and others as assigned by a manager and ensures cost effectiveness.Prepares and provides printed travel itinerary and information packet for traveler in a timely manner.
- Prepares inter-agency travel and conference arrangements and per diems as requested by manager.
- Issues petty cash and maintains appropriate records for each transaction.Reconciles petty cash periodically with Finance Officer.
- Submits payment for DCF courses and exams and tracks payments.
- Works independently and within a team on special and nonrecurring and ongoing projects.Assists the Director or Deputy Directors with special projects, which may include: planning and coordinating multiple presentations, disseminating information, and organizing departmental wide events.
- Assists with answering telephone calls, provides general information, fields/answers questions, directs calls to the appropriate staff member, and takes messages when appropriate.
- Assists in greeting visitors and parents in reception area and provides assistance.
- Assists in providing information to the general public, parents, staff, and vendors.
- Assists with receiving shipments, identifying and notifying recipient of delivery.Assuring delivery is distributed appropriately.
- Assists with purchasing office supplies and other necessary items as directed, assuring cost efficiency, and prepares purchase requisitions accordingly.
- Provides routine and non-routine information to the general public, parents and staff.
- Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
- Prepares agendas and sign-in sheets and makes arrangements for meetings, trainings, and other service area activities for all members of the management team.
- Records meeting minutes as directed by the management team and distributes to appropriate individuals in a timely manner.
- In the absence of and/or in support of the administrative team, duties may be prescribed by the Deputy Director found in the Job Description for Administrative Assistant I, II and IV.
- Acts as an advocate and role model for Head Start/Early Head Start families.Recruits children for the program.
- Assists in the development and implementation of the annual training plan, including pre-service, in-service, T/TA, and ongoing training requirements.
- Attends and actively participates in training programs, staff meetings, and other meeting/trainings.
- Maintains confidentiality in all aspects of client, staff and agency information.
- Maintains effective working interaction with coworkers and outside contacts that will enhance the operation of the Head Start/Early Head Start program.
- Organizes and prioritizes all assignments as directed.
- Participates in community activities that enhance Head Start programs as directed.
- Participates in ongoing monitoring, Community Assessment and Self-Assessment and performs reasonable related functions.
- Participates in regular safety, storm and fire drills.
- Submits reports, documents, and files as directed.
- Uses and follows the policies/procedures of Head Start, federal, state and local regulations/laws, and federal regulations/laws including the Head Start Performance Standards, applicable transmittal notices, and other administrative orders/directions.
- Uses and follows the policies/procedures of Mid Florida Community Services, Inc., including but not limited to Personnel Policies, Occupational Health and Safety policies, payroll policies/practices, etc.
- Performs any additional duties as directed or assigned by supervisor, management staff, program director or Mid Florida Community Services, Inc. management staff.
Education: High school graduate or equivalent.
Experience: At least two year of clerical/secretarial experience.
Licenses & Certifications: Valid Florida driver’s license and be insurable by Company’s current carrier. Subject to Federal, State and Local legal requirements/background checks/clearance for working with children.
CRITICAL SKILLS, ABILITIES, & EXPERTISE:
Physical Requirements: These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. Sitting, standing for long periods of time, use of fingers, arms, hands and legs and voice/talking are constant. Good eyesight (correctable) and hearing (correctable) are essential. Squatting, walking, handling, grasping, stretching/reaching, bending at the waist, driving and light lifting and/or carrying (up to 15lbs) are frequent. Pushing, pulling, kneeling, balancing, turning, feeling, medium lifting and/or carrying (up to 50lbs) are occasional.
Equipment: Computer, facsimile, copy machine, calculator, switchboard, multi-line phone and other small office and instructional equipment and vehicle.
Skills & Expertise: Ability to work with limited direction. Knowledge of organizational methods. Skills in completing work with a high degree of accuracy. Ability to effectively communicate orally and in writing. Ability to establish effective working relationships with people, including supervisors, peers, vendors, parents and children. Ability to compile data from various sources, departments, etc. Ability to type at least 40 words per minute. Expertise in the operations of Word processing, and Window based applications. Ability to use and operate personal computer and general office equipment. Skills in customer service and dealing with difficult individuals. Ability to work in a multi-task environment. Ability to maintain child, parent and staff confidentiality.
ENVIRONMENTAL JOB FACTORS:
Job Location: Primary location is the Head Start facilities in Hernando, Sumter and/or Volusia counties. Occasional travel to other counties.
Work Environment: While performing the responsibilities of the position, these work environment characteristics are representative of the environment the employee will encounter. Office environment and working with others frequently. Working with office equipment is frequent. Occasionally outdoors and operates a vehicle.
Reasonable accommodation will be made for otherwise qualified individuals with a disability.