Administrative Assistant for Head Start Director

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POSITION SUMMARY:

Provide administrative assistance to the state management team in support of organization and program outcomes.

DUTIES AND RESPONSIBILITIES:

1. Provides administrative support for the state management team and others including creating and maintaining compliance records and collecting information for reports. 2. Handles and prioritizes outgoing or incoming phone calls and correspondence (e-mail, letters, packages etc.). 3. Manages travel, appointments and meeting arrangements for management team members and others. 4. Handles confidential documents ensuring they remain secure. 5. Drafts and proofreads correspondence. Produces newsletters or other public reports and postings. 6. Performs basic bookkeeping duties, including but not limited to, credit card reconciliation and accounts payable. 7. Plans events. 8. Performs reception duties. 9. Monitors office supply inventory, place orders as necessary. Where applicable, maintains vehicle or other property records. 10. Negotiates terms with suppliers to ensure the most cost effective terms. 11. Ensures that office equipment, and vehicles where assigned, are maintained according to schedule and troubleshoots problems. 12. Conducts research and compiles presentations or reports. Prepares materials for presentations and trainings. 13. Performs desk reviews on client files or other assigned program records. 14. Oversees special projects, as assigned. 15. Takes meeting minutes. 16. May assist with computer/technology support. 17. Participates in staff meetings, committees and training sessions. 18. May travel to field offices or centers. 19. Performs all other duties as assigned by supervisor.

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory duties but is expected to train or explain work procedures to others.

ROLE QUALIFICATIONS:

Education and Experience Requirements:

• An Associate's Degree in a related field is required.

• An equivalent combination of education and experience may be substituted for an Associate's Degree.

• Minimum of 1 year of experience with Associate's Degree.

• Minimum of 3 years of experience with a high school diploma for equivalent education

Skills and Abilities:

• Microsoft Office products and on-line client management systems

• Ability to communicate effectively in writing.

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records and other office procedures and terminology.

• Ability to exercise tact and discretion in all employee and customer interactions.

• Ability to work independently and maintain professional boundaries and confidentiality.

ESSENTIAL JOB FUNCTIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Work is primarily performed in an office setting.

• Subject to long periods of sitting and exposure to computer screen.

• Sitting, walking, stooping, squatting, lifting and carrying (up to 25 lbs).

• Keyboarding and data entry, use of telephone.

Background Checks:

• All employees are subject to both a pre-hire and an annual background check. Specific rules by Area of Focus will indicate whether a state or federal fingerprint background check (or both) is required and the frequency. A fingerprint background check may suffice for a regular background check. Additional background checks may be required such as the Child Abuse and Neglect State Registry, and the Sex Offender Registry.

Positions that Require Driving:

• Telamon Corporation / TRC employees that are required to drive a personal vehicle for work-related duties are to meet the auto insurance liability requirement. The minimum limits required are $100,000 each person bodily injury, $300,000 each accident bodily injury and $50,000 property damage. The insurance liability requirement covers use of an employee's personal vehicle.

• Telamon Corporation/TRC employees that drive a company-owned/rental vehicle must maintain a satisfactory annual motor vehicle record check.

• Must have own transportation, a valid driver's license, and vehicle insurance.

ACKNOWLEDGEMENT: This describes the general nature and level of work performed by an employee assigned to the role. It does not imply that these are the only duties and responsibilities assigned to the job. The employee may be required to perform other duties as requested by the Supervisor/Director. All requirements are subject to change over time. I acknowledge that this is neither an employment contract nor a legal document and does not alter the employment at-will status. I have received, read, and understand the expectations for the successful performance of this job. Exempt : No Type : Regular Full Time Non Exempt Area of Focus : Early Childhood & Family Services Location : NC200