VIEW JOBS
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POSTED BY:
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dhogan-81
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DATE:
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01.04.2008 |
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JOB TITLE:
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Executive Assistant - Head Start Administrative Offices |
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LOCATION:
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austin Texas, United States
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SALARY:
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$0.00 (yearly) |
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Mission: To mobilize resources and engage communities in order to move families out of poverty and to ensure their children’s success in school. Strategic Function: To work cooperatively with the Early Education Director and Education Specialist in order to create and maintain necessary procedures and systems to ensure effective operations of the Head Start & Early Head Start Program. Operating Principles: A. Lifelong Learning: Seeks innovative opportunities to expand knowledge, skills, and experiences. B. Effective Communication: Provides well thought-out, concise, and timely oral and written information. C. Teamwork: Considers group effort more important than individual effort. D. High Personal Standards: Sets challenging goals and continuously seeks feedback and opportunities to improve performance. E. Flexibility: Accepts other viewpoints, shifts strategies if necessary, and adjusts to changing work priorities. F. Concern for Accuracy and Effectiveness: Considers how work impacts both short term and long term operating efficiencies. G. Initiative: Is proactive rather than reactive. H. Courteous and Respectful: Ensures all business dealings and relationships are conducted fairly and honestly. Duties/Responsibilities: Purchasing: 1 Set up new accounts for purchasing and coordinate with the Bookkeeping Coordinator 2 Coordinate the ordering, receiving, and tracking of office supplies for the Head Start & Early Head Start Program. 3 Maintain a Head Start & Early Head Start budget line item spreadsheet. 4 Coordinate the ordering, & receiving of educational supplies/materials for the program. 5 Coordinate the ordering, and tracking of credit card purchases in the program 6 Coordinate the preparation/ordering of testing supplies and curriculum 7 Oversee the reconciliation of all Head Start & Early Head Start Center Petty Cash. 8 Maintain the maintenance contracts for Office machines. 9 Maintain the functioning of all copy machines in the program. 10. Place order for booklets needed for Head Start Orientation. Records: 1. Prepare reports as required by supervisor. 2 Assist in entering children's assessment information into COPA information system. 3 Maintain the Head Start & Early Head Start Center files for Licensing. 4 Complete Licensing paperwork when needed and update licenses annually. 5 Send calendar for opening and closures to appropriate licensing representative annually. 6 Assure the Head Start Administration backup system gets completed daily. 7 Record and distribute minutes for Education Meeting, Center Director's Meeting, and Education Advisory Meeting. 8. Assure up to date sub-list is distributed to Center Directors regularly. 9. Maintain monitoring binder system for each center. Staff Development: 1 Maintain tracking system for staff development for Early Education. 2 Assist in the application process to award C.E.U. credits for in-service training. 3 Assist in making travel arrangements, filing out required paperwork, and the registration process for local and out of area training as required by supervisor. 4 Coordinate training events to include assisting in obtaining/creating/copying training materials, coordinating with guest speakers/trainers/evaluators, ordering and delivering refreshments, reserving facilities and arranging for transportation as needed. 5 Oversee the registration of staff for college courses including payment of tuition & books. Other Duties: 1 Assist in supervising the Resource Room when designated. 2 Supervise Community Service Volunteers as needed 3 Receive and forward all incoming phone calls when receptionist is not available. 4 Perform tasks related to office procedures and functions including typing, filing, laminating, copying, duplicating, and word processing. 5 Enter, revise, and update word processing required/needed by the program. 6 Assure that forms for components are typed, filed, and duplicated as needed or requested. 7 Maintain files for forms and general information. 8 Assist in Spanish translations. General Indicators: 1. Submits time sheets accurately and on time to supervisor. 2. Submits mileage accurately and on time to supervisor 3. Attends all staff and other meetings as assigned 4. Manages time effectively. 5. Is a positive role model 6. Maintains confidentiality: records, client services, and staff. 7. Adheres to Agency’s best practices related to time and leave. 8. Dress is appropriate to work environment. 9. Maintains a safe, orderly and clean environment. 10. All other duties as assigned. Qualifications: Preferred: Required: 1. High School diploma or equivalent GED 2. Tech Business School Certificate 3. One year experience working with the public, both in person and over the phone 4. One year experience in an office setting 5. Skilled in the use of computer applications related to the work, including word processing, data bases and spreadsheets OR 1. High School diploma or equivalent GED 2. Two years experience in an office setting 3. One year experience working with the public, both in person and over the phone 4. Skilled in the use of computer applications related to the work, including word processing, data bases, spreadsheets. Knowledge of: 1. Proper English usage, spelling, grammar, and punctuation; 2. Basic mathematical computations, accounting and record keeping; 3. Time Management; 4. Standard office administrative practices and procedures, including the use of standard office equipment. Physical Requirements: 1. Lift 25-30 lbs. Other Requirements: 1. Documentation of tuberculin free test condition within the last year. 2. Valid Texas Driver's License - Class C 3. Daily access to vehicle. 4 Bilingual English/Spanish
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