Family YMCA of Greater Augusta
  • 23-Jan-2018 to 24-Mar-2018 (MST)
  • Head Start
  • Aiken, SC, USA
  • $12 starting rate
  • Hourly
  • Full Time

Health, Dental, Vision, Life, LTD and Retirement


Headstart Office Assistant - Under the direction of the Head Start Director the incumbent serves as the liaison between the Centers and the Head Start Director's office regarding all procedures.  Assists with all administrative and organizational tasks for the Head Start Director.

 

 

Job Segments:

  1. Assist with entering data into the ChildPlus and Teaching Strategies Gold data base and any other data base, when needed.
  2. Compile and produce statistical reports, documents, and memorandums of understanding, interagency agreements and other reports as directed.
  3. Answers phones and takes messages or transfers to appropriate person as needed
  4. Establishes, develops, maintains, and updates filing system for the Head Start Director. ensure all items needed are present, filing/archiving
  5. Maintains clear communication with Head Start Director and other parties as required
  6. Assists Head Start staff and serves as the point person for the centers for Models relationship-building skills (including Listen First) in all interactions.
  7. Submits work order request and ensure work orders are tracked/completed in the requested time frame.
  8. Oversees office functions such as office equipment and supplies, etc. and reorders when needed.
  9. Manages purchasing of supplies and equipment for the Head Start locations. Tracks Purchase orders to ensure ordering and delivery are completed in a timely manner
  10. Assists in coordinating the activities involved in program planning, annual self-assessment, community assessment, and program goals and objectives as directed.
  11. Provides all aspects of administrative support to the Head Start Director including pulling reports from ChildPlus and Teaching Strategies Gold to ensure compliance.
  12. Prepare as needed in the design, preparation, updates, printing, and distribution of program calendar, parent handbooks, program newsletter, brochures, flyers, and other documents as directed.
  13. Ensures that YMCA CDA program standards are met and safety procedures are followed.
  14. Maintains procedures manual to ensure consistent performance of routine.
  15. Composes correspondence/reports.
  16. Coordinate and arrange meeting facilities.
  17. Prioritizes tasks in order of deadlines, importance and program performance requirements.
  18. Maintains confidentiality of all program records and information.
  19. Coordinate with internal and external partners as needed, creates professional relationships with vendors within the Head Start Communities
  20. Attends Policy Council meetings at the request of the Head Start Director and creates accurate minutes.
  21. Schedule catering for meetings
  22. Provides in person, phone, and written contact with staff for follow-up as needed.
  23. Document all communications as necessary.
  24. Creation of and changes to office memos, correspondence, minutes of meetings, agendas, and other items as needed/required
  25. Arranges and tracks training and travel reservations and per diem for staff attending trainings and/or conferences. .
  26. Creates and tracks Purchase Orders and collects all information that is needed to submit to accounting.
  27. Attends staff meetings as required and compiles the agenda, takes accurate notes and creates typed minutes.

    28. Gathers overtime approval forms; presents them to Head Start Director for signature and sends                   them to HR to file with payroll.

    29. Design and disseminate the Head Start program newsletter monthly.

    30. Performs all other duties as assigned

 

 

 

Education/Experience:

  • High School Diploma or GED Equivalent; business degree preferred.
  • 18 Years of age
  • One to three years' experience in office management and administrative procedures required
  • Knowledge of office and administrative procedures, systems and responsibilities required
  • Strong organizational and planning skills required
  • Knowledge of the federal Head Start Program preferred
  • Certifications requires within 60 days of hire: CPR/AED, BBP, and First Aid
  • Excellent interpersonal and problem-solving skills, attention to detail
  • Excellent personal computer skills and experience with standard business software
  • Ability to relate effectively to diverse groups of people from all social and economic segments of the community

 

 

 

Full Job Description
Family YMCA of Greater Augusta
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