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Senior Administrative Assistant

3 months ago

West Palm Beach, United States Lutheran Services Florida Full time

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong and communities are vibrant.

LSF is looking for a talented Senior Administrative Assistant who wants to make an impact in the lives of others.

Purpose & Impact:

Assists with the Administration of all Head Start/Early Head Start (HS/EHS) areas.  Serves as primary assistant to the Head Start Director, HS/EHS.  Participates in the HS/EHS Quality Assurance efforts. 

Essential Functions:  

  • Assists with the operation of programs to assure all programs meet or exceed all licensing, quality assurance, fiscal, legal and contract requirements. 
  • Coordinates schedules for the Head Start Director through scheduling meetings, preparing agendas, preparing minutes of meetings and other duties as assigned. 
  • As assigned, provides reports of progress to the Head Start Director through fiscal and statistical data received from the Program management staff., 
  • Assists with monitoring staff employment, orientation, assignment, supervision and training. 
  • Informs the Head Start Director of any staff or client issues which may affect the delivery of quality services. 
  • Assists with all programs to improve policy and procedures to maximize service delivery. 
  • Assists with budget and grant preparation as assigned. 
  • Assists with agency outreach, education and special events. 
  • May represent the Head Start Director with involvement on local and state committees with interest in the HS/EHS program. 
  • Serves as contact person in the Head Start Directors 
  • Maintains positive working relationships and facilitates communication with all areas supervised by the Head Start Director 
  • May supervise clerical staff and volunteers as required. 
  • Attends all workshops and meetings as deemed necessary by the Head Start Director. 
  • Attends all required staff and parent meetings and activities. 
  • Maintains strict confidentiality with respect to HS/EHS children, families and staff in accordance with established policies and procedures. 
  • Performs other related duties as assigned. 

Other Functions: 

Note: The duties above are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described above. 

Physical Requirements: 

Must be able to lift at least 45 lbs. Reasonable accommodation may be made for otherwise qualified persons with disabilities. 

Education: AA/AS in Business Administration, Secretarial Science or related field.  BA degree preferred; may be waived in lieu of experience and training in office management. 

Experience: At least three years office operations experience required.  Experience in a social services or educational administration environment preferred. 

Bilingual preferred: English/Spanish or English and other languages present in the local area. 

Also required: Successful completion of a Level II background screening, local criminal record check and drug screening prior to hiring. 

Knowledge, Skills and Abilities: 

  • Intermediate knowledge and skills in Microsoft Office Suite, including Word, Excel, Powerpoint and Access. 
  • Basic math skills needed to calculate figures and amounts such as discounts, percentages and overtime 
  • Ability to write reports and business correspondence 
  • Ability to handle confidential information.  
  • Ability to use a computer and related software.  
  • Ability to produce and interpret graphs, charts, spreadsheets and other mathematical reports. 
  • Ability to follow established procedures.   
  • Ability to work effectively with others.  
  • Ability to safely operate a motor vehicle. 
  • Ability to be available for weekend and evening meetings as well as social and community events. 
  • Ability to manage numerous tasks, possess good organizational skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment. 
  • Ability to collect, organize and evaluate data and develop logical conclusions.  
  • Ability to communicate effectively both verbally and in writing. 
  • Exceptional organization skills and attention to detail are required and the candidate must be able to meet designated deadlines. 

Other: 

Must demonstrate sensitivity to our service population’s cultural and socioeconomic characteristics and needs. Valid Florida drivers’ license and be insurable under LSF insurance carrier and have an acceptable Motor Vehicle Record. 

Principal Accountabilities: 

  • Team player with co-workers and central service office staff.  
  • Cost effective program operations. 
  • Adherence to agency policies and management practices.  
  • Effective staff management and leadership. 

Why work for LSF?

LSF offers 60 programs across the state of Florida serving a wide range of populations in need. Mission Driven staff members become part of the LSF community while transforming the lives of those in need. Our staff additionally find growth opportunities as they explore areas of interest within the organization.  

Amazing benefits package including: 

Medical, Dental and Vision
Teladoc (24/7 online access to doctors)
Employee Assistance Program (EAP)
Employer paid life insurance (1X salary)
13 paid holidays + 1 floating holiday
Generous PTO policy (starting at 16 working days a year)
403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement
Tuition reimbursement

Lutheran Services Florida embraces diversity, equity and inclusion in all business practices. LSF is proud to be an equal opportunity employer.