Administrative Assistant

Annual Salary:  $ 32,000

Major Responsibilities:  Answers telephones in a timely, friendly fashion; screens and returns phone calls as directed with requested information; assists callers as able; takes accurate, complete messages; forwards phone calls to other staff members as appropriate. Act as program receptionist, greeting families and visitors, offering refreshment when appropriate, and informing staff members of visitor’s arrivals; schedules, confirms and cancels appointments for others; maintains a tidy reception area.
Prepares and types a variety of non-routine/complex correspondence, forms, reports and similar items using a personal computer and MS Word software; develops outreach and other promotional materials using desktop publishing types of software. Ensures program access to staff and parents by ensuring the site is opened and closed in a timely manner. Maintains files, schedules, confirms and cancels appointments. Assists with necessary Environmental Health and Safety requirements and participates in corrective action to maintain compliance with Office of Head Start standards and program policies and procedures.
Plans, schedules and arranges parent meetings and program events including scheduling space, arranging for/serving refreshments, sending notices and receiving responses. Assists with program recruitment by responding to questions about program services from referral sources; connects prospective clients with appropriate staff member; refers callers to appropriate resources and other community agencies. Oversees incoming and outgoing mail. Cross trains in other clerical duties.
Assist with childcare when needed. Performs other job duties as directed by Supervisor.

Position Requirements:  High School Diploma or its equivalent. A.A. degree or formal training in general office desired. At least 2 years of experience in clerical and providing administrative support. Previous experience providing administrative services to low-income families and working with people of varied experience and ethnic background. Bilingual in Spanish required. Knowledge of ChildPlus software preferred. Must have effective oral and written communication skills. Working knowledge and experience working in Early Head Start highly desirable.