HNS Administrative Assistant

Provides administrative support to the Health & Nutrition Services Director and the Education & Child Development Services Director, performing routine clerical and administrative functions. Assists service area staff in the development, implementation, and management of programs and policies to support the agency's school readiness plan.

Responsibilities

• Provides administrative support to the Health and Nutrition Services Director, Health and Nutrition Services Coordinators, and Health Specialists:
  • Immunizations: Enters information into Child Plus and fills out required State Immunization Record (pink card).
  • Physical & Dental Exams and follow-up: Sends requests to medical and dental offices as needed and scans records to Health Specialists.
  • First Aid: Tracks inventories every two months and restocks as needed.
  • MOUs: Assists with tracking and participating partners lists, including current Medicaid providers.
  • General Health & Nutrition: Under the direction of the HNS Director, assists with:
    • Child Accident Tracking
    • Daily Tracking
    • Year-End Summary
    • EPSDT Tracking and events
    • Dental In-kind Tracking
    • Health Screenings
    • Printing Growth Charts
    • Self-assessment
    • Menus and flyers in Spanish
    • Monthly Sam's/Alpine/Nicholas orders
    • Ensures paper goods for the AO and refills as needed (break room, bathrooms, facial tissue, etc.)
• Provides administrative support to the Education and Child Development Services Director and Child Development Coordinators:
  • Obtains and records complete developmental, educational, and mental health history of each Head Start child through data entry and filing tasks.
  • PEEP Testing:
    • Entry and Exit administration
    • Entering tests into state website
    • Printing jobs submitted by Center Managers
  • Updates TSG every two weeks and/or with new enrollment.
  • Tracks Home Language Survey and adds flags on C+.
  • Copies, collates documents, sends faxes, and performs similar office tasks.
• Assists with cleaning tasks at the Administrative Office, including ensuring the front office is presentable.
• Handles front office-specific tasks:
  • Opens the front office doors at 8:00 a.m. and closes at 4:30 p.m. as scheduled.
  • Prepares the office for closure by turning off lights and securing the front door.
  • Answers phones, transfers calls, and updates voicemail during extended closures.
  • Posts office closures on the front window.
  • Manages incoming and outgoing faxes, postage, and mailings.
  • Distributes incoming mail in the mail room.
  • Receives orders and maintains the visitor sign-in log.
  • Organizes copy paper in copy rooms and reorders when low.
  • Manages vehicle checkouts.
  • Maintains and reorders supply cabinet and AO supply sheds as needed.
• Assists with the distribution of purchased equipment, supplies, and donations to classrooms.
• Supports service areas with pre-service training activities and professional development opportunities.
• Records and/or transcribes minutes of meetings and produces documents in draft or final format.
• Provides clerical support in updating service area Policies and Procedures.
• Provides translation support as needed.
• Documents activities on the ELE website calendar and service-area-specific meetings on the ELE Master Calendar.
• Coordinates service area volunteer projects with the Community Outreach Volunteer Coordinator and directs volunteers and interns.
• Secures completion of in-kind forms for all service area volunteer activities.
• Serves as secondary reception-area staff and backup to the reception-area Administrative Assistant.
• Collaborates with other service areas to ensure seamless services to children and families.
• Attends and participates in staff and parent training sessions, including pre-service, orientations, and in-service meetings.
• Supports in-kind goals by soliciting donations and encouraging community involvement.
• Provides temporary assistance in classrooms to meet minimum child-to-staff ratios or ensure child safety.
• Reports health and safety risks/concerns immediately to leadership or via the internal work order system.
• Assists other service area admin assistants with tasks as needed or requested.
• Performs other job-related duties as assigned.

Requirements

• High school diploma or equivalency.
• At least one year of experience as a Secretary or related position, preferably in a medical setting.
• Bilingual in English/Spanish.
• Prior Head Start experience preferred.

Skills

• Typing speed of at least 40 words per minute.
• Intermediate computer skills.
• Flexibility to accept new job assignments without hesitation.
• Working knowledge of office equipment, including copy machines.
• Highly developed organizational skills.
• Ability to follow instructions from multiple people in a timely manner.
• Effective written and oral communication skills.
• Ability to manage multiple tasks and develop solutions with limited supervision.
• Professional proficiency in writing and speaking English.
• Ability to establish and maintain effective working relationships with staff, community groups, and related agencies.