Administrative Assistant Job at Gateway Community Action Partnership in Bridgeto

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