Secretary (StarrZapata)

AVANCE Inc•Rio Grande City, TX

just now

About The Position

The Secretary provides clerical and administrative support to the Deputy Director. This position assists in the implementation of administrative procedures, maintains organized records, supports communication efforts, and ensures efficient day-to-day office operations in alignment with AVANCE policies and procedures. The secretary will have a central office location and travel will be required for each of the centers and partnering ISDs.

Requirements

High School Diploma or equivalent
Minimum one (1) year of clerical or office support experience
Ability to interact effectively with people from diverse backgrounds.
Ability to communicate effectively, verbally and in writing.
Demonstrated computer literacy skills, using MS Office applications and other basic data systems including internet navigation.
Ability to collaborate with multiple stakeholders to successfully implement program plans
Strong analytical skills in order to quickly assess situations, identify trends, develop solutions and apply critical assessments to the larger context
Must be honest, dependable and able to meet deadlines.
Self-motivated and able to work independently.
Ability to travel to various sites: Dependable transportation is required daily with a valid driver’s license, a clean driving record (subject to annual MVR (Motor Vehicle Report) check and policy), current auto liability insurance and be bondable by AVANCE, Inc.

Nice To Haves

Experience in Head Start and Early Head Start programs.

Responsibilities

Answer and direct incoming telephone calls and emails; take accurate messages and respond appropriately.
Greet and assist visitors in a courteous, professional, and helpful manner.
Prepare routine correspondence, memos, and reports as directed.
Assist with preparation and distribution of meeting agendas and materials within established timelines.
Record and transcribe meeting minutes as assigned.
Maintain confidentiality of sensitive staff, family, and program information.
Support communication between departments to ensure timely information flow.
Assist with scheduling meetings and reserving facilitates as directed.
Provide clerical support for Policy Council and other meetings as assigned.
Maintain a professional and welcoming office environment.
Makes local and out of town travel and meeting arrangements as advised and attends to amenities, facility arrangements, and documentation accordingly.
Maintain organized filing systems (electronic and paper).
Sort and distribute incoming mail and deliveries.
Maintain logs, forms, and documentation as required.
Assist with purchase orders, reimbursement documentation, and expense tracking as assigned.
Maintain inventory of office supplies, child care supplies and coordinated reordering as needed.
Maintain reports, records and proper documentation of all business-related expenditures for reimbursements and purchase orders made by the Deputy Director.
Maintain and track office supplies and child care supplies expenses and budgets.
Support Human Resources with filing, scanning, and organizing personnel documents as directed.
Ensure documents are maintained in accordance with Head Start Performance Standards, Texas Child Care Licensing regulations, CACFP requirements (as applicable), and AVANCE policies.
Support administrative tracking systems and documentation required for program monitoring.
Assist with organizing documents for audits, licensing reviews, and compliance visits as directed.
Provide clerical support for program initiatives and projects as assigned.
Assist with preparation of reports and documentation needed for implementation of administrative plans.
Establish and maintain a safe, healthy, and positive office environment
Maintain organized and clutter-free office space.
Follow all AVANCE safety procedures and reporting protocols.
Maintain professionalism and positive interactions that reflect AVANCE’s commitment to respectful and inclusive practices.
Participate in assigned meetings, events, and training as required.
Maintain confidentiality regarding staff and family information.
Fulfill the role as mandated reporter under the Child Abuse and Neglect Policy.
Perform any other work-related duties as requested by your supervisor.
Be present at work to provide consistency of services.
Be a contributory team member in a positive/productive manner
Demonstrate commitment to mission, values, and policies in daily duties.
Meet with supervisor to resolve problems and track goals.
Maintain regular and reliable attendance.