Administrative Assistant to the Chief Operating Officer

Essential Duties and Responsibilities

• Clerical
• Handle requests for information and data
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Schedule and coordinate meetings and appointments for Manager/Director
• Cook up and coordinate mail, faxes, and express packages
• Maintain office supply inventories
• Takes minutes at meetings, transcribe minutes and distribute to relevant personnel
• Answer telephone and gives information to callers, screens in-coming calls to Manager/Director
• Perform photocopying and other production services
• Communication
• Demonstrates respect for others by sharing information objectively and non-judgmentally and adjusting verbal and written communication strategies for different audiences
• Promotes a unified approach to sharing child information with families by engaging in joint planning with teachers and other specialists to prepare for home visits and other family contacts
• Professionalism
• Affirm confidentiality of all program information and family and staff confidentiality by limiting conversation about them and accessibility to their records
• Maintain professional boundaries in relationship to staff and families
• Complete all required paperwork and reports by assigned deadlines
• Comply with Child Inc. Personnel Policies and Procedures, and with Standards of Conduct
• Cooperate with supervisors, support staff and community resource partners
• Complies with Child Inc. Policies and Procedures, TDFPS guidelines and Head Start Performance Standards
• Personal and Professional Development
• Attend and participate in weekly team meetings, all pre-service, in-service, and any other training deemed necessary by the Executive Director
• Further professional growth by seeking feedback, reflecting on and assessing own practice, and taking opportunities to improve skill and knowledge
• Attends workshops and keeps informed on new trends in the field of early childhood
• Translation
• Will provide clear and accurate translation, both spoken and verbal, from Spanish to English or English to Spanish
• Staff Relationship
• Responsible to Executive Assistant to Executive Director
• Maintains supportive and cooperative relationships with other Child Inc Division staff and community agency personnel while maintaining proper standards of client confidentiality
• Cooperate with all Child Inc staff in attaining overall agency goals

Minimum Qualifications

• Must have a high school diploma or GED and one year of post-high school studies in a related field and at least one year of experience in an administrative clerical position
• Must have the ability to work at any center assigned, regardless of location
• Must have a valid driver's license, liability insurance, and reliable transportation to deliver food to various locations