Administrative Assistant-Temp

PRIMARY PURPOSE or JOB SUMMARY

To perform a variety of secretarial and clerical duties, including typing and maintenance of a wide variety of Head Start records and materials for the Head Start Program Director and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Perform typing and transcription work, including typing, proofreading, filing, checking and recording information.

2. Perform secretarial duties, such as scheduling appointments, answering phones and ordering supplies.

3. Receive, sort, and distribute incoming and outgoing mail.

4. Check and tabulate statistical data; prepare Head Start reports.

5. Enter data on Head Start employees into Child Plus system.

6. Prepare brochures, letters, etc. for staff.

7. Manage the department’s supplies inventory and related documentation.

8. Assist Head Start Director and component staff in preparing proposals, reports and refunding package.

9. May attend annual and Policy Council meetings monthly and take minutes. Keep related files and records.

10. Answer telephones, receive visitors and take Head Start applications as required. Check and tabulate statistical data; prepare Head Start reports.

11. Act as a back-up to the receptionist on a scheduled basis.

12. Perform other related work and acquire related job skills as required by management.

ACCOUNTABILITY

For quality and timeliness of work.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

Associate Degree in Automated Office Administration or a combination of education and experience commensurate with the job description. B.S. Degree preferred

Minimum three years experience working with a Department Head

EQUIPMENT AND MACHINES

Personal computer. Modern office equipment.

WORKING CONDITIONS

ADDITIONAL COMMENTS

Must have knowledge of basic elements of correct English usage, spelling, vocabulary, grammar, punctuation, and arithmetic; principles of letter and report writing; and filing systems. Must have the ability to handled multiple tasks.

Must have ability to communicate with a variety of people, work independently, and maintain strict confidentiality of program data. Must be cooperative and display a positive attitude towards working as a team with other staff members. Must exercise discretion and sound judgment in the performance of assigned duties.