Area Administrative Assistant, Head Start

• Schedule department meetings as requested and maintain a meeting calendar
• Prepare materials for meetings as requested including ordering catering as needed
• Receive and distribute materials as directed
• Sort and distribute incoming mail, process outgoing mail, and arrange for courier services as needed
• Order supplies including obtaining quotes, requesting PO(purchase orders), and submitting orders
• Maintains, receives, and distributes technology inventory to new hires and exiting staff
• Make travel arrangements as requested
• Catalog, label, distribute, and collect materials and supplies as directed
• Serve as point of contact for copier/printer/technological issues
• Staff must not use/impose corporal punishment or other forms of child maltreatment as a method to discipline children
• Comply with the company code of conduct and other applicable regulations and requirements, including Licensing Head Start Program Performance Standards (HSPPS), Upbring policies, and procedures, Child Care Minimum Standards, and other federal, state, and local regulatory requirements
• Ensure the health and safety of each child in care at all times, and support the overall well-being of children
• Immediately communicate with supervisor any and all concerns related to child health and safety
• Always maintain confidentiality
• Complete administrative duties such as filing, scanning, faxing, copying, and printing as needed
• Other duties and special projects as assigned

• Maintain and check the voicemail daily, forward calls to the appropriate directors and/or take a message
• Communicate with vendors and internal department to expedite the ordering process
• Complete data entry and create or complete reports upon request
• Maintain and review records and files to meet department and facility needs and compliance with regulatory requirements
• Prepare and submit monthly expense reports for leadership team

Fiscal Management

• Prepare and submit month expense reports for leadership team
• Input expenses into the Agency’s procurement system upon request

• Seek guidance and support from supervisor for mitigating concerns: inclusive but not limited to classroom management, behavior management, child health and safety, child development, and any other concerns requiring intervention
• Assist with printing inventory tags for Upbring equipment and materials
• Respond to general inquiries about the program or refer to appropriate staff for more detailed information
• Assist Area Directors in preparation of monthly Policy Council meetings and process submittal of documentation to the Superintendent
• Develop and maintain strong working relations with administrative staff
• Work closely with classroom teachers and area directors to ensure program operations and are supporting and meeting program goals and objectives and learning outcomes

• Develop and maintain strong working relationships with other classroom teachers, administrative staff, children, and parents to ensure the children are receiving a quality learning experience
• Work as part of the team and always show professionalism by modeling and demonstrating a positive attitude
• Maintain positive working relationships, while maintaining strong ethical boundaries
• Actively participate in exhibiting cultural awareness and sensitivity when interacting with children, parent(s)/guardian(s), staff, and the community

• This role is a year-round position and scheduled to work as such. Any request for extend time off is subject to availability of vacation accruals, program needs, and People Operations review and approval. Unpaid time off exceeding two (2) weeks will not be permitted and require change in employment status with required advance notice per Upbring policies.
• High School diploma or GED equivalent
• 1-year previous administrative assistant experience
• Ability to work in a fast-paced environment, while maintaining excellent customer service skills
• Strong interpersonal skills with the ability to work and interact with diverse groups of people
• Ability to build rapport with team members and communicate in person and by telephone in a friendly and welcoming manner
• Demonstrated ability to communicate professionally, interact with all levels of management in a clear and concise manner
• Strong stress management, time management, and organizational skills with the ability to pay close attention to detail
• Ability to prioritize tasks and projects and meet deadlines
• Strong written and verbal communication, including preparation of quality well written documents, reports, and correspondence
• Ability to work independently and within a team; ability to take initiative with limited supervision
• Strong computer skills; high proficiency with Microsoft Office products (Word, Excel, and Outlook)

• 2 years of previous administrative experience, preferably in an education environment
• Bilingual (English and Spanish) with the ability to fluently converse and write in Spanish (based on student population and service area), highly preferred
• CPR/First Aid Certification

• This position requires frequent sitting and using a computer for long periods of time
• Position works in a facility with and around children on a regular basis
• Lift, push, pull, move up to 50 lbs.