Office Administrator - Head Start

SUBJECT: Office Administrator - Head Start REPORTS TO: Assistant Director, Director GENERAL RESPONSIBILITIES: 1.Adhere to all Federal Head Start Performance Standards, the Head Start Act, and all applicable local and state regulations and standards 2.Work collaboratively with all Head Start staff to support the Program’s philosophy, mission, and goals and to maintain a positive school climate that fosters school readiness for children and families 3.Adhere to the Program's confidentiality policy and code of conduct and all other policies as outlined in the Head Start Employee Handbook and Policies and Procedures Handbook 4.Adhere to channels of supervision as established by the program for your position 5.Use the Parent, Family and Community Engagement (PFCE) Framework to promote parent and family engagement 6.Work in partnership with other staff to engage all families in Head Start activities 7.Participate in professional development opportunities that support individual, personal and professional goals including those that enhance skills to support school readiness goals of all children and families 8.Complete an annual Individual Professional Development Plan (IPDP) at the start of the school year and review with supervisor 9.Support colleagues and engage in active and meaningful exchanges with children and families 10.Use data from appropriate sources for planning, communicating, and supporting the Program’s efforts to individualize personal growth of each child, family and staff member 11.Attend annual O.S.H.A./Blood Borne Pathogens, Epi-Pen, Inhaler, Asthma, Child Abuse and Neglect and all other Emergency Preparedness trainings as required by the program 12.Maintain current CPR and First Aid certifications and other appropriate licenses as required by program 13.Maintain appropriate health requirements as mandated by the Head Start Performance Standards and in conjunction with state and local recommendations 14.Complete all necessary written documentation in an accurate, professional and timely fashion 15.Comply with all established check in and meeting schedules as established by the supervisor 16.Comply with any other responsibilities as assigned by the supervisor 17.Required to participate in two annual Head Start events: (1) Know Your School Night. (2) Annual Art Show or Component-based After Hours Event (events subject to change contingent on the school year) 18.Maintain an acceptable attendance and job performance record as outlined in the Head Start Employee Handbook 19.Responsible to read and respond, as needed, to work email(s) on a daily basis 20.Responsible to complete all other tasks as assigned by the supervisor JOB RELATED RESPONSIBILITIES: 1.Monitor security of front door and greet visitors to the Taylor Building 2.Provide general administrative and telephone support for the Head Start administrative office 3.Collaborate with center staff each day to ensure all buildings are clear of children at the end of each day 4.Sort and distribute incoming mail from Durkin Administration Building, postal carrier and centers on a daily basis 5.Maintain postage meter by adding money to the meter, buying supplies and keeping track of lease 6.Research, review and make recommendations concerning the purchase, leases, maintenance and inventory of all large office equipment as needed 7.Call for servicing and supply orders for all copy machines as well as other office equipment 8.Process invoices to bookkeeper for payment and work with the bookkeeper to resolve questions concerning purchase orders, program utility bills (oil, gas, electric) program services (Mini Warehouse, Barrows, Nals) transportation service maintenance 9.Process staff reimbursements for mileage, tuition and other required services 10.Order all office supplies for administrative office and centers 11.Receive, reconcile for accuracy and set up distribution of deliveries to administrative staff 12.Monitor program wide issuance policies and complete annual purchase orders 13.Create events and monitor the program calendar to ensure there are no conflicts and creating permits 14.Work Collaboratively with the Head Start Human Resource & Data Specialist in all aspects of administrative office tasks 15.Maintain program files for administrative office 16.Enter programmatic In-kind data into ChildPlus 17.Work collaboratively with the Head Start Human Resource & Data Specialist to research data in ChildPlus 18.Provide on going support to program staff using the ChildPlus System 19.Oversee archive of student files from centers, to Taylor at the end of the year 20.Maintain a file system in the basement for all files as well as yearly purge of old files with component and center staff support 21.Receive and distribute all Kindergarten records to the appropriate school REQUIRED QUALIFICATIONS: 1. Associates Degree 2. Previous secretarial experience 3. Strong organizational, record-keeping, and secretarial skills including confidentiality, computer literacy, a working knowledge of Microsoft Word, and database management PREFERRED QUALIFICATIONS: 1. Bilingual skills strongly preferred WORK YEAR: 52 Weeks WORK HOURS: 8:30 a.m. to 4:30 p.m. TO APPLY: Any person interested in this position should apply on-line at www.worcesterschools.org. This deadline date does not preclude further advertisement or recruitment.

Salary : $22 - $26