What are the responsibilities and job description for the BUILDING CLERK position at Chautauqua Opportunities Inc?
Description
Position Data:
Title: Building Clerk
Grade: E5 Exempt Non-Exempt X
Reports to: Center Director
Basic Function or Position Summary:
Assures the implementation and integration of the Head Start Performance Standards by providing clerical support through implementing effective office procedures. Serves as an active member of the COI team by supporting COI objectives. Support the Early Education mission. Hours per week 35: Monday - Friday 7:00am to 3:00pm. Salary $15.43 - $16.43/hourly
Security Clearance: Lv. 2 V, R
Requirements
Position Responsibilities and Specific Duties:
• Creates schedules for building needs including maintaining OCFS ratios; if needed building clerk will go into classroom for ratio.
• Maintains effective office procedures such as, bulletin board upkeep, purchase orders, receiving reports, print requests, postage services, petty cash, filing, and scheduling of meeting rooms.
• Prepares/assists with documentation such as statistical reports, calendars, survey
responses, program/procedure manuals.
• Responsible for maintenance of staff list, mailboxes, and sign in/out sheets.
• Responsible for handling mail, faxes, answering telephones, and dissemination
messages in a timely manner.
• Assists with preparation (and distribution as applicable) of forms, letters, notices, and
agenda minutes as designated.
• Distributes pay checks.
• Assists with training staff/volunteers in use of office equipment including computers.
• Handles office supply ordering.
• Assists building staff with projects as designated, such as, applicable packets,
interview packets, enrollment, health packets, and volunteer packets.
• Prepares tech and building and grounds work orders for building.
• Attends trainings and meetings as designated.
• Promotes agency mission.
• Job performance incorporates integrated service delivery model while promoting
self- sufficiency.
• Maintains consistent professional customer service.
• Participates in conducting emergency drills; Maintains updated post event drill records and submits to Quality Assurance Monitor and Center Director
• Adheres to current security restrictions and maintains documentation at front desk
• Maintains confidentiality and complies with code of ethics
• Monitor early education classroom TLO Reports and submit to Center Director
• Prepare parent notifications
• Complies with ERSEA and participates in service enrollment and recruitment
strategies as required.
• Other duties as designated by supervisor.
Key Working Relationships:
A. Internal: COI Management, Staff, Parents, and Volunteers
B. External: Community Partners and Transportation Providers
II. Supervisory Scope:
A. Number of staff supervised: 0
B. Titles supervised: None
Organizational Responsibilities:
• All organizational responsibilities will be in the nature of supportive services for
Early Education staff
• Adheres to all policies and procedures.
• Gathers appropriate documentation and tracks outcomes.
• Participates in organizational and committee structures as appropriate.
• Participates in organizational and divisional management systems.
Knowledge, Skills Required:
• High School Diploma or GED
• Excellent computer skills
• Excellent organizational skills
• Previous secretarial experience helpful
• Excellent communication/interpersonal skills (written and verbal)
• Experience in working with individuals from diverse backgrounds helpful
• Familiarity with early childhood development
• Good team building skills
Special Requirements:
· Valid New York State Driver’s license with the ability to travel through the county
· Driving record acceptable to agency insurance carrier with reliable transportation
· Ability to occasionally lift 50 lbs.
· Completes all OCFS requirements.
· Meets OCFS training requirements and maintains OCFS training log
· Must be able to provide consistent even tempered customer service at all times
Salary : $15 - $16