Gateway Community Action Partnership
Administrative Assistant
Gateway Community Action Partnership, Bridgeton, New Jersey, us, 08302
Job Function: To work with the Director(s) to perform administrative duties essential for the effective operation and implementation of the Head Start Program.
Principle Duties & Responsibilities: * Assist the Director(s) * Ensure and participate in the maintenance of an organized filing system as directed by supervisor as well as identified through daily tasks * Answer the telephone and direct all calls to the appropriate manager with-in a timely manner * Works with interview team and the HR/Payroll Associate to set-up interviews and schedule Policy Council for interviews * With HR/Payroll Associate compiles new hire packets and other paper work related to the interview process * Works with Director to compile, file, and collect monthly reports and other monitoring tools * Provide clerical assistant for management staff as assigned by Director including typing and copying for the management staff, compose correspondence as requested * Process mileage for staff within their assigned region * Process office supply orders for centers and offices within their assigned region * Conducts follow-up on interviewees, including, but not limited to, Thank you, but no thank you letters * Ensure that all incoming mail is logged in and distributed through the inner-office mail system * Deliver faxes to appropriate managers. Ensure outgoing mail is ready for daily pick-up Assist with tracking/ follow-up of program goals including mini-grants administered by the Director. * Assist with tracking documents related to licensing, coordinating activities with the Director and Administrative Coordinator * Maintain morning report regarding staff vacancies/absences as well as child enrollment/attendance * Works with Administrative Coordinator to manage ordering of office supplies for centers and offices * Assist with monitoring CWEP & JTPA workers recruited to work with Director on special projects, including training needed to perform clerical duties, as assigned * Input CSST intake forms collected from centers (assigned to Director of Operations) * Complete eligibility record forms and files CACFP forms (assigned to Director of Program Services) * Work with the Training Associate and their assigned Director, and management to set up regional inservice trainings * Other duties deemed by management staff
Requirements: * High school Diploma * One (1) year prior experience working in an office setting * Knowledge of office equipment and machines * Ability to type reports and documents as necessary * Knowledge & ability to use the computer * Ensure that confidentiality is maintained at all times * Ability to greet the public courteously and relate positively to both the public and staff * Ability to maintain clerical records and prepare reports from varied statistical information * Knowledge of Business English, Spelling, and typing procedures
Principle Duties & Responsibilities: * Assist the Director(s) * Ensure and participate in the maintenance of an organized filing system as directed by supervisor as well as identified through daily tasks * Answer the telephone and direct all calls to the appropriate manager with-in a timely manner * Works with interview team and the HR/Payroll Associate to set-up interviews and schedule Policy Council for interviews * With HR/Payroll Associate compiles new hire packets and other paper work related to the interview process * Works with Director to compile, file, and collect monthly reports and other monitoring tools * Provide clerical assistant for management staff as assigned by Director including typing and copying for the management staff, compose correspondence as requested * Process mileage for staff within their assigned region * Process office supply orders for centers and offices within their assigned region * Conducts follow-up on interviewees, including, but not limited to, Thank you, but no thank you letters * Ensure that all incoming mail is logged in and distributed through the inner-office mail system * Deliver faxes to appropriate managers. Ensure outgoing mail is ready for daily pick-up Assist with tracking/ follow-up of program goals including mini-grants administered by the Director. * Assist with tracking documents related to licensing, coordinating activities with the Director and Administrative Coordinator * Maintain morning report regarding staff vacancies/absences as well as child enrollment/attendance * Works with Administrative Coordinator to manage ordering of office supplies for centers and offices * Assist with monitoring CWEP & JTPA workers recruited to work with Director on special projects, including training needed to perform clerical duties, as assigned * Input CSST intake forms collected from centers (assigned to Director of Operations) * Complete eligibility record forms and files CACFP forms (assigned to Director of Program Services) * Work with the Training Associate and their assigned Director, and management to set up regional inservice trainings * Other duties deemed by management staff
Requirements: * High school Diploma * One (1) year prior experience working in an office setting * Knowledge of office equipment and machines * Ability to type reports and documents as necessary * Knowledge & ability to use the computer * Ensure that confidentiality is maintained at all times * Ability to greet the public courteously and relate positively to both the public and staff * Ability to maintain clerical records and prepare reports from varied statistical information * Knowledge of Business English, Spelling, and typing procedures