Program Assistant - Head Start

JOB SUMMARY

Maintain, fill, order and restock all supplies for program operations, education and maintenance. Maintain inventory of all supplies. Copy, assemble, and distribute materials.  Distribute mail.  Provide administrative support to the Head Start/Early Head Start program.

ESSENTIAL FUNCTION OF THE POSITION

• Maintain, fill, order and restock all supplies for program operations, education and maintenance. Maintain inventory of all supplies.
• Serve as backup to program administrative assistant by performing receptionist duties. Assist public in person and by telephone; direct calls and individuals to appropriate staff; answer questions related to program; assist parents and public in locating various materials.  Answer telephone calls for attendance; screen callers and visitors and respond as appropriate; interpret to public, information requiring knowledge of program and agency policies and procedures in order to provide assistance, exchange information and problem solve. Report suspected cases of child abuse and neglect as outlined in Child Abuse Policies.  Participate in any recommended training, demonstrating knowledge gained through changed practices.
• Operate basic office equipment; copy, assemble and distribute materials. Pick up incoming and inter-office mail and distribute to staff mailboxes; prepare outgoing mail; complete bulk mailings.
• Fill student Records Requests using web database.  Provide clerical support to the Program Operations Manager.  Type a variety of routine material from rough draft; complete forms and form letters. Type various correspondence, graphics and reports.  Perform word processing and data entry. Maintain spreadsheets. Coordinate incoming and outgoing information and paper flow.  Maintain confidentiality in accordance with both HIPAA and FERPA regulations.
• Review invoices and submit to fiscal office with appropriate request forms. Assure accuracy of items received and amounts charged, allocate to appropriate budget codes, assure appropriate and correct documentation is attached. Track queries about payables from fiscal office, vendors, and staff.  Determine appropriate action if required.
• Communicate in a professional, respectful and courteous manner with all employees, clients, the Board of Directors, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas.
• Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results. 
• Drive a company vehicle in the performance of duties.  Driving will be required for travel to facilities, partner facilities, and to perform other essential functions as needed.