Hill Country Community Action Association, Inc.

Head Start Job Description

JOB TITLE: Office Manager FLSA STATUS: Non-exempt

REPORTS TO: Head Start Assistant Head Start Director ASSIGNMENT DATE:

DESIGNATED HEADQUARTERS: Central Office

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POSITION SUMMARY:

The Office Manager will work under the direct supervision of the Assistant Head Start Director and is responsible for overseeing the daily operations of an office and its various content areas. The duties include communicating with Head Start Management, relaying important information or policy changes from upper management and performing the general recordkeeping activities required to keep an office functioning.

ESSENTIAL JOB FUNCTIONS

• Perform secretarial/administrative duties as assigned by Head Start Director or Assistant Head Start Director.
• Provide Director with assistance in all phases of the operation as requested.
• Organize office operations and procedures.
• Organize and schedule meetings, appointments, and training.
• Coordinate with IT department on all office equipment.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are completed.
• Organize orientation and training of new staff members.
• Design and implement filing systems ensure that systems are maintained and current.
• Establish and monitor procedures for record-keeping.
• Ensure security, integrity, and confidentiality of data.
• Maintain background checks on Head Start Volunteers
• Design and implement office policies and procedures. Implement procedural and policy changes to improve operational efficiency.
• Monitor and maintain office supplies inventory.
• Handle client inquiries and complaints.
• Organize calendar at Central Office of all field staff.
• Become knowledgeable of the daily operations of the Head Start program, to include federal standards for Head Start, Texas Minimum Standards for licensing, and HCCAA policy and procedure.
• Coordinate and purchase all office supplies, materials, appliances, electronics, and equipment for the program.
• Assist with coding weekly invoices.
• Keep the office clean and safe and ensure office health and safety checklists are completed.
• Assist with preparing and coordinating job bid specifications and securing bids.
• Assist with mail-outs to the Health Advisory Council, Policy Council, and area centers upon request.
• Maintain daily attendance/meal report
• Maintain weekly 45-day screening report
• Schedule and organize annual Pre-Service event, including reserving location, staff travel, agenda, and awards
• Maintain Admin Procedures Manual
• Maintain Public Directory
• Schedule ZOOM/Teams meetings for Coordinator (monthly FSR, Health Advisory, Health Consultant, Community Assessment, Brookesmith ISD, etc)
• Assist Health Coordinator with water-lead testing. Maintain spreadsheet.
• Assist ERSEA Coordinator with recruitment and enrollment packets
• Gather date for annual Community Assessment.
• Track annual fire inspection for Centers and initiate payment.

JOB REQUIREMENTS:

EDUCATION: Minimum: High School diploma or GED.

EXPERIENCE: Knowledge of working in an office environment and of standard office procedure.

SKILLS: Strong organizational skills and the ability to multitask to complete a wide variety of tasks.. Ability to type or use a computer keyboard. The Office Manager must have strong written and verbal communication skills to accept instructions, interact with vendors or contractors and work as a team member. Must be flexible and have well-developed written, verbal, and interpersonal skills to interact positively with all employees. Must be able to maintain records, assist with reports, and clearly understand written or verbal instruction. Must be knowledgeable of basic accounting functions. Attention to detail to ensure tasks are completed thoroughly and correctly.

OTHER: Professional manner and attire. No record of a conviction which would contraindicate employment. Must have a valid Texas driver's license and a reliable vehicle with current vehicle liability insurance; insurable under HCCAA's vehicle insurance policy. Must comply with all HCCAA Policies and maintain confidentiality in all phases of agency operations.

SUPERVISORY RESPONSIBILITIES: No

EQUIPMENT TO BE USED:

Must be able to operate a computer and other office machines such as fax, calculator, copier, and telephone. Must be able to drive agency vehicles.

TYPICAL PHYSICAL DEMANDS:

Requires sitting, standing, bending, reaching, and some driving. May require lifting up to 40 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones, and other office equipment. Requires a normal range of hearing and vision.

TYPICAL MENTAL DEMANDS:

Must handle new and diverse work problems daily. Personal maturity is an important attribute. Must be able to contribute new or innovative ideas to the office team for consideration. Must be able to make sensible decisions in the absence of supervisory staff.

WORKING CONDITIONS:

Rarely called upon to work outside of the normal 8-5 working day. Infrequent overnight travel (Head Start workshops, pre-service or in-service training).

EMPLOYEE BENEFITS:

Accrual of sick and vacation leave, health insurance, life insurance, 401(k) retirement plan, and up to 15 paid holidays per year. Options for employee paid benefits. Note: Eligibility for benefits is based on Personnel Policies & Procedures and benefits are subject to change.

FLSA STATUS DISCLAIMER:

FLSA status is based in accordance with the Fair Labor Standards Act. Any changes in the act which will affect the FLSA status will be adhered to. When wages exceed the position entry level due to tenure, the Exempt/Non-Exempt status will be designated accordingly.

ACKNOWLEDGEMENT OF RECEIPT:

I have reviewed the Head Start Office Manager Job Description and acknowledge receipt of same. I understand that my job may not necessarily be limited to those listed, as their exact nature may vary as program, project elements, and priorities change in the future. I understand this job description may be updated as needed.

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Employee Printed Name

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Employee Signature Date

As supervisor of the Head Start Office Manager position, I have received a copy of this job description and acknowledge its receipt with my signature below.

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Supervisor Printed Name

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Supervisor Signature Date

Salary : $15 - $19