Description

Job Summary:

The Administrative Assistant/Center Receptionist provides a high level of service to the Center Director, Head Start Director, and other Center Staff. The position is responsible for providing administrative and clerical support on a daily basis to the center team and Center Director. This position also coordinates all clerical/secretarial services throughout the center while maintaining adequate phone coverage. The Administrative Assistant over sees and manages all office procedures and other tasks as assigned, such as scheduling appointments, giving information to callers, taking dictation, and otherwise relieving director of clerical work and minor administrative and business detail by performing the following duties.

Employee benefits

• 403b
• 403b matching
• Health insurance
• Dental insurance
• Vision insurance
• Life Insurance
• Paid snow days
• 11 Paid holidays

Education and Experience:

High School Diploma. An interest in working with young children. Valid NYS driver's license. Ability to be contacted.

Supervisory Responsibilities: None

Duties/Responsibilities: include the following. Other duties may be assigned.

1. Maintains confidentiality in all aspects of client, staff, children and families, and agency information.

1. Communicates with parents regarding daycare payments.

1. Maintain Absence Log and make phone calls to parents.

1. Make phone calls to parents of children that are returned to the center.

1. Keep updated emergency information for each child in the program.

1. Work independently and within a team on special and ongoing projects.

1. Routes incoming mail.

1. Composes and types routine correspondence.

1. Maintains office calendar to coordinate work flow and meetings.

1. Create and develop visual presentations, type and design general correspondence, memos, charts, tables, graphs, business plans, etc.

1. Ensure all forms needed for program operation are updated and available.

1. Organizes and maintains file system, and files correspondence and other records.

1. Interacts with parents, children, staff, interns, volunteers and visitors.

1. Answers and screens telephone calls, and arranges conference calls. Take messages and screen calls when necessary.

1. Coordinates director's schedule and makes appointments.

1. Greet scheduled visitors and conducts to appropriate area or person.

1. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.

1. Attend meetings as requested to record minutes.

1. Makes copies of correspondence or other printed materials.

1. Prepares outgoing mail and correspondence, forms, including e-mail and faxes.

1. Orders and maintains supplies, and arranges for equipment maintenance.

1. Keep maintenance book logged and updated.

1. Responsible to lock up all areas on a daily basis.

1. Responsible for entering, tracking, and monitoring In-Kind.

1. Communicates with the Fiscal and Head Start Directors monthly to provide totals.

1. Ensure accurate and timely data collection from all areas of Head Start.

Required Skills/Abilities

1. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.

1. Must have the ability to interact and communicate with individuals at all levels of the organization.

1. Must work well with staff and clients from various socioeconomic backgrounds.

1. Work requires continual attention to detail in composing, typing, and proof-reading materials, establishing priorities and meeting deadlines. Must have the ability to work in a fast-paced environment with demonstrated ability to juggle multiple and competing tasks and demands.

1. Knowledge of Head Start philosophy and regulations helpful.

1. This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle or feel; talk and hear. The employee is frequently required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

"All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran."

This document does not create an employment contract, implied or otherwise, other than "at will" relationship.

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