Program Assistant

Community Action Partnership of Dickinson•Dickinson, ND

10d•Onsite

About The Position

Assists and provides office support for Head Start/Early Head Start programs, as well as the Head Start/Early Head Start Director and Program Coordinators. Provides clerical duties in the Head Start front office, including purchasing supplies, completing and coding Purchase Orders, and maintaining attendance records. Utilizes resources to ensure optimum care, growth, and development of program participants and family members. Assists with meeting the objectives of the Community Action Head Start program and supports community and public relations representing the Head Start/Early Head Start programs.

Requirements

Associate Degree in office administration or the equivalent.
Two years full-time experience working in office administration.
Experience working with people from various socio-economic and educational backgrounds.
Must possess a valid driver’s license and insurable driving record.
Demonstrated ability to establish a positive rapport with staff, clients, other agencies, businesses, and the community.
Demonstrated ability to effectively communicate both in written and oral forms.
Proficient with computers and software to include Windows, Internet, Microsoft Office software, and other office equipment.
Demonstrated ability to utilize the Child Plus software within 3-months of hire.
Current CPR and First Aid Certification within one year.

Responsibilities

Demonstrated support for the agency's mission, goals, and values.
Participates in strategic planning of the agency and programs and direction of the programs.
Assists the Program Director by keeping within the fiscal constraints of the budget.
Identifies professional and organizational issues and trends suggesting action, facilitating change, and participates in restructuring of programs and services.
Maintains staff, client, and agency-wide confidentiality at all times.
Serves as a liaison between departments in the agency and with other agencies and programs to fulfill the mission of the agency.
Prepares various statistical and narrative reports to meet all Agency, Government, and Grant requirements.
Attends meetings, workshops, and training sessions as approved by the Program Director.
Participates on program-related committees as approved by the Program Director.
Is required to travel by ground or air to meetings, conferences, trainings, etc.
Continues professional growth through educational and training experiences in their field.
Assists with answering the telephone, documents messages, receives, screens, and directs visitors.
Completes general clerical duties and other tasks as assigned by the Program Director and Coordinators.
Oversees the busing services for the Head Start program to include monitoring any daily bus changes and busing activities, communicating concerns to appropriate staff.
Provides support for Family and Community Partnership and Busing policy considerations for Head Start and presents the considerations at appropriate meetings.
Documents and monitors staff absences for the Head Start program; receives staff leave requests and arranges classroom and bus coverage with volunteers or substitutes.
Monitors Volunteers and maintains necessary paperwork (confidentiality forms and standards of conduct).
Maintains emergency files on staff, children, and families for the Head Start program.
Maintains program binders for internal meetings/memos, trainings, and lesson plans for the Head Start program.
Utilizes the computer Child Plus software by inputting information from child and family files for attendance.
Monitors and inputs attendance of Head Start participants into Child Plus software program.
Orders and maintains inventory of supplies for the program and the office supply area.
Completes Purchase Orders and codes for all supplies ordered or purchased.
Purchases items bi-weekly requested by program staff and is responsible for all orders to companies.
Prepares and submits USDA reimbursements for Head Start/Early Head Start monthly and files online.
Maintains USDA applications and attendance for reimbursement for Head Start/Early Head Start.
Oversees petty cash and distributes as needed.
Collects and submits staff payment for lunches at Head Start to Community Action Partnership.
Assist with general office work.