Administrative Assistant (Head Start)

Hillsborough County•Tampa, FL

1d•Onsite

About The Position

Performs administrative and office support activities providing customer service, clerical, secretarial, processing, mail sorting/delivery services, and/or internal Financial related duties, which may require varying degrees of independent judgment. Positions in this series normally support a Unit, Division, and/or Department. The ideal candidate for the Head Start/Early Head Start Administrative position will hold an Associate’s Degree or higher in Business, Computer Science, Information Systems, or a related Information Technology field. Experience with updating and formatting policies and procedures is essential. Web design experience is preferred. The candidate should demonstrate excellent written and verbal communication skills, a proven ability to work independently while managing a high-volume workload, and a strong understanding of Head Start/Early Head Start Performance Standards and Hillsborough County policies. Proficiency in Microsoft Office Suite is required, along with the flexibility to adapt to changing needs. Maintaining confidentiality and professionalism at all times is essential.

Requirements

Knowledge of English grammar, punctuation, and spelling.
Ability to maintain and file records.
Ability to proof own work and the work of other clerical personnel.
Ability to perform accurate computations and verification of data.
Ability to coordinate the work of other clerical employees.
Ability to instruct new employees.
Ability to follow oral and written instructions and the ability to work effectively with others.
Knowledge of, and ability to operate data processing, word processing and other office equipment.
Ability to type, prioritize work and to perform other clerical duties such as filing, answering the phone, and compiling figures for routine reports.
Ability to use a computer and related software
Graduation from high school or possession of a GED Certificate; AND Two (2) years of clerical experience; OR An equivalent combination of education (not less than possession of a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.
Maintain the ability to pass the background checks required for the position. These background checks may include but are not limited to: Criminal History Background Check using Florida Department of Law Enforcement (FDLE) Criminal Justice Information Services (CJIS) Level 1 and Level 2 Background screening (Ch. 435 Florida Statutes) Child Abuse, Abandonment and Neglect Record Check using the State Automated Child Welfare Information System (SACWIS) Sex Offender and Sexual Predator record check using the list maintained by the Florida Department of Law Enforcement (FDLE)

Nice To Haves

Associate’s Degree or higher in Business, Computer Science, Information Systems, or a related Information Technology field.
Experience with updating and formatting policies and procedures is essential.
Web design experience is preferred.
Strong understanding of Head Start/Early Head Start Performance Standards and Hillsborough County policies.
Based on area of assignment may require possession of a valid Florida Driver’s License.
Possess the necessary job-related license(s) or certification(s) that may include possession of a Florida Driver License (Class E).

Responsibilities

Maintains basic manual and automated file systems or assists in the maintenance of a large, complex system.
Codes, classifies, posts and compiles information for use by others.
Receives, verifies, and registers documents; assigns file number and affixes seal as appropriate.
Reviews forms, documents and other materials for accuracy and completeness.
Provides assistance to staff and public as required.
Responds to inquiries and searches files for requested information.
Compiles data, computes and verifies figures.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Maintains logs and records of equipment, inventory, costs, services performed, documents received, and charges to be assessed; may also maintain employee attendance and leave records.
Maintains office supplies inventory by checking stock to determine inventory level, anticipates needed supplies, places, and expedites orders for supplies, and verifies receipt of supplies.
Operates office equipment such as adding machines, copiers, telephones, shredders, and postage meters.
Types forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials; types from rough drafts or combines data from multiple sources.
Trains, provides guidance, and reviews work of others for completeness and accuracy.
May be assigned the primary responsibility to drive a motor vehicle to deliver mail and/or supplies to field offices or other county facilities.
Greets and receives callers or visitors in an office and ascertains nature of business and provides general support where applicable.
Conducts office functions such as conducting inventory, receiving, and filing documents, prepare reports, etc.; may also maintain employee attendance.
Writes or types of bills, statements, receipts, checks, correspondence, or other documents, copying information from one record to another.
Requires simple computations and verifying of figures.
Organize and schedules meeting and appointments and sorts and delivers incoming mail.
Other related duties as assigned.