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Program Assistant
3 months ago
Department: Program Operations
Status: Non-Exempt
Time: Seasonal or Year-Round
Supervisor: Campus Director
Purpose: Provide administrative support and coordination under the direction of the Campus Director. Assist campus administration, communication, data entry, filing, reporting and the timely submission of required documents.
JOB SPECIFICATIONS
EDUCATION and EXPERIENCE:
Accepted: High School Diploma or General Equivalency Diploma (GED) with 5 years administrative experience
Preferred: Associate degree in related field and 1 year of office setting experience.
Skills, Knowledge, and Ability: Excellent communication skills. Proficient using Microsoft Office suite applications. Data entry skills. Able to organize and prioritize file and distribute information. Knowledge of migrant farmworker communities, culture, and lifestyle. Multi-lingual (English/Spanish or Creole) preferred.
Working Conditions: Head Start campus environment; flexible work hours and occasional evening/ weekend/overtime. Travel independently into rural areas and occasional overnight stay. Physically able to perform tasks, including but not limited to, bending, lifting, and moving a minimum of twenty-five (25) pounds.
ESSENTIAL FUNCTIONS
- Maintain positive communication and attitude of respect with children, families, staff members and community representatives.
- Maintain office protocols, campus calendar of events, coordinate meetings and record minutes.
- Ensure office equipment is properly working, arrange for repair as necessary and coordinate usage.
- Assist Campus Director with processing and onboarding of new staff, including completion of New Hire Checklist documentation, orientation and I-9 verification process.
- Establish and maintain a comprehensive campus filing system to include state licensing required personnel files, Fiscal files, Training Binders, Children and Visitors Sign In/Out Logs, Core Team Meetings, etc.
- Prepare electronic purchase requisitions and maintain a system to track inventories, purchases and invoices, and petty cash reports following ECMHSP purchasing procedures.
- Follow the Child Plus User’s Guide, and CACFP requirements for documenting Attendance and Meal Counts, monthly reporting, record-keeping, and the maintenance of the CACFP binder.
- Maintain up-to-date staff bulletin boards.
- Participate in the implementation of the Campus Recruitment Plan, activities and submit documentation, as requested by supervisor.
- Participate in Community Assessment and self-assessment according to timelines and tasks as established in plan.
- Ensure that In-Kind match is obtained, reconciled, and submitted every month.
- Assist, guide, and review with staff in the completion of travel reimbursement reports.
- Assist with daily operation of campus such as medication administration, cover ratio, transportation other assigned tasks requested by supervisor.
- Report any safety issues that would be detrimental to children, families, and staff to supervisor.
- Attend and participate in pre-service, in-service, and other training as requested/approved by supervisor.
Please note this job description does not cover a comprehensive listing of activities, duties and responsibilities required for this job. Duties, responsibilities, and activities may change at any time with or without notice.
ECMHSP is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, age, national origin, disability, sexual orientation, or any other status protected by applicable law.
