Administrative Assistant

4 weeks ago

Lewiston, United States Promise Early Education Center Full time
Job DescriptionJob Description

Promise Early Education Center (PROMISE) promotes the positive growth of children, families, and staff. PROMISE provides early education/Pre-K services, full and part year, to children age 6 weeks to 5 years through home based and center programming in nine locations throughout Androscoggin County. Head Start recognizes that parents are children's first and most important teachers. Caring, professional educators' partner with families providing information, education and support helping to ensure children enter school ready to learn.

PROMISE's Administrative Assistant is responsible to support and assist the smooth day-to-day operations of Head Start's administrative office. The ideal person will be organized, detail oriented, friendly and be able to mange multiple projects at a time.

This position requires previous executive administrative experience. You will report to the HR Manager but will be the admins support for a small leadership team. You will also fulfill the role of receptionist by answering the phone and doors as needed. Your work station is located in a public area so you must be able to work when there are others around and be able to transition quickly from one task to another when needed.

Essential Responsibilities: basic office support including correspondence, scheduling, records, supplies, data entry, mail processing, and vendor/contractor relationships

  1. Manage communications with vendors, maintaining agreements, leases and other contractual obligations
  2. Executive Administrative duties to assist the Executive Director and Leadership team includes, publishing, letter writing, minutes and note taking.
  3. Maintain inventory of office supplies ordering materials as needed
  4. Support staff with general office tasks
  5. Prepare and disseminate Head Start Happenings
  6. Maintain and update website and social media
  7. Operate and manage upkeep of office equipment, excluding computer and equipment, i.e. postage machine, fax, copiers, phones
  8. Work closely with the Director and administrative staff on operational issues
  9. Submit reports and documentation to state and federal agencies as required by the Director
  10. Prepare documents for agency meetings and attend as required. Responsible for creation of agenda and minutes
  11. As necessary, schedule, prepare materials and complete mailings for meetings, events or other projects
  12. Coordinate travel and accommodations, hire catering services and rentals, order special supplies, and help prepare facility space
  13. Answer and route phone calls, handle inquiries, requests for information and greet visitors
  14. Greet visitors and direct them to staff they seek ensuring they sign

Qualification Requirements-

  1. 3+ years of hands-on administrative experience, associates degree in business preferred
  2. Computer proficiency is essential, including Microsoft Office, Excel, and Word.
  3. Website, marketing and social media ability is helpful, but not required
  4. Strong communications skills and business acumen required, including solid writing skills
  5. Must be detail oriented, highly motivated with ability to follow through with multiple tasks simultaneously
  6. Ability to work independently, set priorities, and complete work accurately and on time
  7. Flexibility and willingness to help when and where needed as part of a team

Benefits

  1. Medical and Dental Insurance
  2. Life and Short Term Disability
  3. 403b, Paid Time Off, generous tuition assistance, paid Holidays


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