ADMINISTRATIVE ASSOCIATE HS OPERATIONS

Administrative Associate Hs Operations

Job Function : To work with the assigned management team / staff to perform administrative duties essential for the effective operation and implementation of the Head Start Program.

Principle Duties & Responsibilities

• Assist the director in administrative tasks.
• Ensure and participate in the maintenance of an organized filing system as directed by supervisor as well as identified through daily tasks.
• Answer the telephone and direct all calls to the appropriate manager with-in a timely manner.
• Works with interviewers and the HR / Payroll Associate to set-up interviews.
• With HR / Payroll Associate compiles new hire packets and other paper work related to the interview process.
• Works with Director to compile, file, and collect monthly reports and other monitoring tools.
• Provide clerical assistant for management staff as assigned by Director including typing and copying for the management staff, compose correspondence as requested.
• Process mileage for staff within their assigned region.
• Process office supply orders for centers and offices within their assigned region.
• Conducts follow-up on interviewees, including, but not limited to, "Thank you, but no thank you letters."
• Ensure that all incoming mail is logged in and distributed through the inner-office mail system. Deliver faxes to appropriate managers. Ensure outgoing mail is ready for daily pick-up.
• Assist with tracking / follow-up of program goals including mini-grants administered by the Director.
• Assist with tracking documents related to licensing, coordinating activities with the Director and Administrative Coordinator.
• Complete Child Plus data entry as assigned.
• Works with Administrative Coordinator to manage ordering of office supplies for centers and offices.
• Assist with monitoring CWEP & JTPA workers recruited to work with Director on special projects, including training needed to perform clerical duties, as assigned.
• Work with the HR / Payroll Associate, Training Associate their assigned Director, and management to manage professional development, including set up of regional inservice trainings, orientation, and initiating onboarding (peer-to-peer and management trainings).
• Assists with Child Plus data input, such as In-kind, as needed.
• Ensures the safety of all children by participating in monitoring of center, implementation of child safety procedures, reporting accidents, reporting child abuse or neglect, following Standards of Conduct, and reporting any child health / safety concern to supervisor
• Other duties deemed by management staff.

Qualifications