Administrative Assistant II - Head Start Main Office

Community Action Partnership of Ramsey and Washington Counties•Saint Paul, MN

13d•Onsite

About The Position

Under the direction of the Governance and Support Coordinator, this position is responsible for front desk reception, customer service, enrollment support, including answering basic program eligibility questions, and performing all aspects of administrative support at the Community Action Head Start main office, including customer, enrollment support, scheduling, copying, answering phones, and other administrative projects.

Requirements

Associate’s degree in an administrative support field and 1 year of experience in an administrative support or customer service role, or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.
Strong communication skills, both verbal and written.
Organizational skills, both analytical and problem solving.
Ability to work with confidential documents.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), email and internet use.
Ability to coordinate completion of many high-priority projects, often simultaneously.
Able to work with minimum supervision in a fast-paced environment.
Ability to be a self-starter and work independently while being a member of the administrative team.
Ability to maintain electronic files.
Ability to effectively relate and communicate to people (including children) of varying multi-ethnic and socio-economic backgrounds.
Strong organizational skills and attention to detail.
Must be able to successfully pass the pre-placement Head Start physical exam.
Awareness of deadlines, the ability to handle and prioritize multiple tasks, and the ability to function independently.

Nice To Haves

Experience with non-profit agencies and social service resources preferred.
Knowledge of desktop publishing, spreadsheets, mail mergers and Google Drive preferred.

Responsibilities

Welcome and assist guests and visitors by greeting them and answering questions in a courteous, helpful manner.
Support the enrollment team by responding to messages from families who are interested in applying for Head Start or who would like more information about funding sources and community resources.
Assist potential Head Start families with completing the Head Start Application and ensure the application is fully completed.
Manage the phone system, answer and respond timely and appropriately to requests or inquiries, and forward phone calls to appropriate staff as necessary.
Utilize database to look up basic enrollment information in order to assist families.
Sign for incoming deliveries and monitor incoming and outgoing mail, assuring proper distribution to the assigned person, program or department in a timely manner.
Maintain and ensure cleanliness and orderliness of the reception area and lobby on a daily basis.
Keep brochure information racks and other materials fully stocked.
Ensure proper sign-in procedures for visitors and staff.
Provide activities to children while families are completing paperwork.
Assist with inventory flow and distribution of diapers to families on designated days.
Organize and maintain files.
Distribute departmental communication by hand, by telephone, by fax, by email, and by internet, as necessary.
Assist supervisors with special assignments.
Maintain conference room calendars and reserve for staff upon request.
Schedule appointments, meetings and other events, obtain event location and refreshments, and prepare room, nametags, folders, sign-in sheets, etc.
Enter data into database, such as volunteer hours and participant data surveys.
Upload documents into database, pull and prepare reports, and maintain training rosters.
Monitor and order office supplies and place orders on behalf of various Head Start departments.
Complete financial coding sheets for purchase orders and invoices.
Maintain office equipment (i.e., copier toner and supplies) and schedule maintenance as needed.
Assist all supervisors as needed with collating, labeling, envelope stuffing, etc.
Copy and distribute materials.
Serve as the liaison to the agency’s printing department.
Assemble recruitment materials for events and orientation materials for new hires.
Maintain mailbox area, labels and updates.
Coordinate inter-office deliveries between main office and Head Start centers.
Coordinate kitchen cleaning schedules.
Protect operations by keeping information confidential.
Attend staff meetings, other meetings, workshops and training sessions when appropriate.
Perform other duties as assigned.
Communicate effectively in English, both verbally and in writing.
Conduct all duties in a safe manner.