Office Support Specialist

SUMMARY:

The Head Start/Early Head Start Office Support Specialist serves as an Administrative Assistant to a Department Director, Administrative Manager, or Child Development Services Manager or supervisor. Work is performed under the general direction of the Director, or the Manager or Supervisor. Performs a wide variety of secretarial duties some of which involve data entry and maintenance of records which are of a confidential nature.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Include the following:

• Assists the assigned supervisor in the office by making appointments; answering inquiries; receiving incoming calls and callers; referring them to the proper personnel; and taking messages.
• Maintains confidential files, including correspondence, memoranda, reports, and other pertinent information.
• Examines and verifies source information to insure data is entered accurately and completely.
• Inputs reports, business correspondence, minutes, forms, and other written materials using word processor.
• Greets visitors and screens telephone calls; and receives, reads and routes incoming mail.
• Takes notes at meetings, conferences and training sessions, and types correspondence, reports, and other written material for appropriate staff, as assigned by immediate supervisor.
• Copies materials for staff and organizes information for booklets, pamphlets, brochures, etc. for distribution.
• Inputs information on clients into a computer system by transcribing data from client applications.
• Records applications received by mail and in-house; verify addresses; and assists in preparing eligibility notices to clients in the established thirty-day turnaround period.
• Records and sorts documents and forms and develops case record filing system.
• Maintains inventory of office supplies and equipment.
• Handles all incoming and outgoing mail, as assigned.
• Independently prepares reports from standard sources. Submits purchase requisitions, vouchers and processes invoices for payment. Prepares travel reports, itineraries, payroll batch logs and attendance.
• Attends all pre-service, in-service training, agency events and appropriate professional and educational conferences and meetings to develop and enhance knowledge and skills.
• Garners in-kind contributions.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

None