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Under the direction of the Program Support Manager, the Administrative Assistant provides administrative support. The Administrative Assistant places orders, tracks inventory, and serves as a contact for office equipment, IT, and facility needs. The Administrative Assistant also records minutes during meetings, maintains administrative binders with updated information from sites, collects time activity sheets, and copies and distributes information. The Administrative Assistant enters data in COPA and assists with preparing program binders, files, and reports. The Administrative Assistant also tracks data as requested and helps program staff with recruitment, hearing/vision screenings, file audits, and other support duties as needed.
- Ensures that all incoming phone calls are answered utilizing the appropriate Easterseals greeting.
- Ensures that all mail and messages are directed to the correct employees.
- Maintains minutes for all team meetings, directors’ meetings, and other meetings as requested.
- Assists with scheduling for conference room(s).
- Updates and maintains employee phone tree and contact lists for sites and employees
- Updates employee board regularly.
- Ensures a neat, organized reception area and kitchen/break room at all times.
- Assists with developing a system for purchasing supplies in a timely manner and maintains an accurate and current inventory of supplies and equipment.
- Completes and tracks all accounts payable.
- Receives, reviews, and follows up with HS/EHS sites on all payment invoices.
- Processes site and consultant invoices and submits to the Central Office according to deadlines.
- Coordinates and submits all travel reimbursements according to deadlines.
- Assists with training staff and monitors the completion of time activity sheets for all Head Start and Early Head Start funded staff.
- Keeps inventory of printers, copy machine supplies and requests items as needed.
- Performs other general duties as assigned by the Program Support Manager.
- Responsible for ongoing facility management at the office, including the coordination of repairs, equipment maintenance and correspondence with contracted vendors.
- Responsible for ongoing technical assistance and coordinating services (toner, servicing, paper supplies, etc.) involving machines or computers.
- Assists with on-site orientation for all new personnel, volunteers, and interns.
- Assists with in-kind tracking and entering info into COPA as needed.
- Participates on the Health Safety Committee, coordinating drills, internal and external inspections and other safety responsibilities.
- Recruits and enrolls children as part of the Head Start enrollment team.
- Attends meetings, translates documents, and assists with communication with families as needed.
- Participates in program planning and implementation of all service areas as part of an integrated team.
- Implements the School Readiness Plan as part of an integrated team.
- Participates in active supervision to ensure the safety of all children and that no child is ever left alone or unsupervised.
- Participates in the self-assessment process, community needs assessment, and strategic planning.
- Works with Easterseals staff, site directors and staff, and the community to ensure that programs recruit and enroll Head Start/Early Head Start children, including children with disabilities, to meet their funded enrollment numbers and to keep an active waiting list.
- Implements reflective and relationship based practices.
- Travels to sites as needed.
- All other duties as assigned.
- Bachelor’s Degree in Business or Related Field.
- Valid driver’s license.
- Auto insurance.
- Reliable vehicle.
- Ability to successfully manage multiple projects.
- Well organized, highly detail oriented and accuracy driven.
- Excellent verbal and written communication skills.
- Ability to have difficult conversations that are reflective and positive.
- Ability to utilize direct conflict resolution strategies and to guide and support the same approach in others.
- Ability to work well under pressure with diverse personalities at all levels of the organization, child care partner centers, community agencies and funding source personnel.
- Ability to utilize a strengths-based approach to achieve a high standard of excellence with work processes and outcomes
- Ability to balance supporting centers and staff with ensuring accountability.
- Ability to create a positive culture and climate and engage in effective group processes and dynamics when faced with negativity and gossip.
- Ability to safeguard practices that protect the privacy and confidentiality of families and staff, enabling colleagues to share only pertinent information.
- Ability to express ideas clearly and concisely, orally and in writing, to groups and to individuals
- Receptivity to feedback, flexibility, willingness to learn, and willingness to embrace change and continuous growth.
- Ability to support and model ethical practices and professional boundaries when interacting with families, staff, and child care partner centers.
- Ability to show initiative in problem solving and implementing solutions.
- Ability to take ownership of actively seeking opportunities for continuous professional development, including the training required for this position.
ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to treat clients, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.