Office Administrator - Head Start

SUBJECT: Office Administrator - Head StartREPORTS TO: Assistant Director, DirectorGENERAL RESPONSIBILITIES: 1.Adhere to all Federal Head Start Performance Standards, the Head Start Act, and all applicable local and state regulations and standards2.Work collaboratively with all Head Start staff to support the Programs philosophy, mission, and goals and to maintain a positive school climate that fosters school readiness for children and families3.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 Handbook4.Adhere to channels of supervision as established by the program for your position5.Use the Parent, Family and Community Engagement (PFCE) Framework to promote parent and family engagement6.Work in partnership with other staff to engage all families in Head Start activities7.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 families8.Complete an annual Individual Professional Development Plan (IPDP) at the start of the school year and review with supervisor9.Support colleagues and engage in active and meaningful exchanges with children and families10.Use data from appropriate sources for planning, communicating, and supporting the Programs efforts to individualize personal growth of each child, family and staff member11.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 program12.Maintain current CPR and First Aid certifications and other appropriate licenses as required by program13.Maintain appropriate health requirements as mandated by the Head Start Performance Standards and in conjunction with state and local recommendations14.Complete all necessary written documentation in an accurate, professional and timely fashion15.Comply with all established check in and meeting schedules as established by the supervisor16.Comply with any other responsibilities as assigned by the supervisor17.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 Handbook19.Responsible to read and respond, as needed, to work email(s) on a daily basis20.Responsible to complete all other tasks as assigned by the supervisorJOB 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 office3.Collaborate with center staff each day to ensure all buildings are clear of children at the end of each day4.Sort and distribute incoming mail from Durkin Administration Building, postal carrier and centers on a daily basis5.Maintain postage meter by adding money to the meter, buying supplies and keeping track of lease6.Research, review and make recommendations concerning the purchase, leases, maintenance and inventory of all large office equipment as needed7.Call for servicing and supply orders for all copy machines as well as other office equipment8.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 orders13.Create events and monitor the program calendar to ensure there are no conflicts and creating permits14.Work Collaboratively with the Head Start Human Resource & Data Specialist in all aspects of administrative office tasks15.Maintain program files for administrative office16.Enter programmatic In-kind data into ChildPlus17.Work collaboratively with the Head Start Human Resource & Data Specialist to research data in ChildPlus18.Provide on going support to program staff using the ChildPlus System19.Oversee archive of student files from centers, to Taylor at the end of the year20.Maintain a file system in the basement for all files as well as yearly purge of old files with component and center staff support21.Receive and distribute all Kindergarten records to the appropriate schoolREQUIRED QUALIFICATIONS: 1. Associates Degree2. Previous secretarial experience3.

Strong organizational, record-keeping, and secretarial skills including confidentiality, computer literacy, a working knowledge of Microsoft Word, and database managementPREFERRED QUALIFICATIONS: 1. Bilingual skills strongly preferredWORK YEAR: 52 WeeksWORK 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.