What are the responsibilities and job description for the Administrative Assistant II, Head Start position at Region 7 ESC?
To provide support to the Head Start administrative staff with clerical details and administrative/business details by organizing/maintaining fiscal records for audit purposes, creating fiscal documents, supporting program staff with purchase information, purchase orders, and vendor contact. Works directly with fiscal support and Grants Accounting Specialist, under the direction of Deputy Director.
Qualifications:
Education/Training:
High School Diploma / GED
Prefer college hours or Associates Degree
Experience:
At least 5 years of related experience.
Knowledge / Skills:
Ability to build, develop and inspire teams
Task execution (result oriented)
Build and cultivate relationships
Excellent communication
Financial knowledge
Mental Demands/Physical Demands/Environmental Factors:
Must be able to maintain emotional control under stress
Work with frequent interruptions during scheduled work
Cooperate with staff members and outside customers
Ability to multi-task
Occasional travel and irregular hours
Majority of working conditions will be indoors
Major Responsibilities and Duties:
1.Assist administrative staff in planning and implementation of Head Start through participation in Head Start fiscal/administrative team meetings/trainings as requested.
2.Provide backup to Administrative Secretaries, supporting Program Directors, and provide support to Policy Council meetings, as needed.
3.Relieve Head Start Administrative/fiscal staff of clerical duties.
4.Maintain a broad knowledge of department and program policies and procedures.
5.Maintain confidentiality at all times, ensuring documents are secured and audit ready.
6.Prepare fiscal related documents and ensure efficiency.
7.Submit purchase orders to vendors; collect and verify packing slips; confirm delivery of products; communicate status to department staff; followup on outstanding orders.
8.Establish and uphold strong relationships and communication with vendors and stakeholders.
9.Assist department staff with training registration and/or invoice payment.
10.Screen incoming calls and support district staff and stakeholder fiscal inquiries.
11. Order and maintain inventory supplies for Directors.
12. Serve as backup to resolve outstanding travel checks for the Business Office.
13. Assist with vendor research.
14. Provide general support to Head Start staff regarding fiscal processes and timelines.
15.Assist Director with eAgreements.
16.Complete work in an accurate and timely manner.
17.Assist on committees as assigned.
18.Maintain a neat and professional work area and appearance.
19.Utilize active listening skills in interactions with Head Start staff, families, and partners.
20.Regular and reliable attendance.
21.Other duties as assigned.
