Prime Time Head Start Front Office Secretary

PRIME TIME FAMILY READING•Natchitoches, LA

27d•Onsite

About The Position

The Front Office Secretary provides administrative support to Center personnel and the overall program, coordinating administrative functions needed to implement program policies effectively. The role uses organized systems to support a variety of stakeholders and projects. It provides direct clerical support, manages communications and records, coordinates purchasing and office supplies, and helps maintain office equipment and meeting materials. The position also supports service quality and teamwork by responding professionally to internal and external requests, assisting with quality improvement initiatives, helping co-workers, and orienting new employees. The employee works in a normal primary educational institution environment, with usually moderate noise and common exposure to blood, saliva, and bodily fluids. Training and protective equipment are required to avoid direct contact.

Requirements

High school diploma or equivalent.
1–3 years of experience in office/general administration or bookkeeping.
Advanced computer literacy in email, Microsoft Word, Excel, and PowerPoint.
Excellent decision-making and communication skills.
High degree of tact and professionalism.
Strong positive attitude.

Nice To Haves

Associate degree in business or a related field.

Responsibilities

Provide direct administrative and clerical support for the Center and its personnel.
Answer and screen telephone calls and take messages as appropriate.
Sort and distribute incoming mail and faxes multiple times daily.
Copy and collate documents and provide information to personnel in an organized manner.
Greet and assist visitors courteously and helpfully.
Coordinate purchase requisitions and maintain vendor relationships to ensure accurate invoicing and delivery.
Draft and edit correspondence, reports, forms, charts, memos, and other documents accurately.
Manage inventory and distribution of office supplies throughout the organization and maintain sufficient supply levels.
Maintain confidentiality of program information, correspondence, documents, discussions, meetings, and telephone calls.
Oversee office machines, including copiers, computers, fax, phone, and mail machines; contact equipment vendors as needed to minimize downtime.
Assist with preparing meeting agendas and materials and distribute them to members in advance within agreed time frames.
Maintain reports, records, and assigned Master Binders accurately and promptly.
File, store, and destroy old records as instructed.
Review and process volunteer paperwork in a timely and accurate manner.
Participate in staff meetings, conferences, training sessions, and workshops as assigned.
Provide courteous and prompt service to internal and external clients, handle requests professionally, and protect client confidentiality.
Identify and recommend ways to improve service, work processes, and financial performance, including expense management.
Assist in implementing quality improvement initiatives.
Assist co-workers with tasks and assignments to ensure continuity of service.
Orient new co-workers and support teamwork throughout the organization.
Perform other duties as required.