Site Support

Cincinnati-Hamilton County Community Action Agency•Cincinnati, OH

1d•Onsite

About The Position

The Site Support position at the Cincinnati-Hamilton County Community Action Agency (CAA) supports Head Start children and families by providing services in compliance with local, state, and federal regulations, Head Start Performance Standards, regulatory agencies, and CAA policies. The role works under general supervision and requires caution and good judgment while supporting the agency’s mission to expand opportunities and build self-sufficiency in the community. The position provides administrative and operational support at the Winton Site, including telephone coverage, records and correspondence, fee tracking, appointment scheduling, requisition processing, supply inventory, and assistance with classroom and kitchen needs. The employee also participates in Head Start activities and maintains confidentiality. The role is onsite in a typical office environment and is not eligible for remote work unless site closing makes remote work appropriate.

Requirements

Associate degree in Business Education, Office Management, Secretarial Science, or a related field, with the stated administrative-support experience requirement of one (2) years; or a high school diploma/GED with the stated requirement of four (5) years of administrative-support experience. The posting includes inconsistent experience figures in parentheses.
Advanced computer experience with Microsoft Office applications.
Ability to excel in a business environment governed by deadlines and schedules.
Exceptional interpersonal communication skills to work effectively with staff, funding agency representatives, program participants, and community stakeholders.
Proficiency in business communication techniques, automated office equipment, and telecommunications systems and equipment.
Experience working with a diverse population, including executives and low- to moderate-income families.
Ability to multitask and prioritize duties.
Interpersonal skills, self-confidence, good telephone etiquette, and attention to detail.
Ability to use hands to manipulate, handle, feel, and control items or equipment; talk and hear; and see, read, write, and interpret written documents, with or without reasonable accommodation.
Ability to effectively communicate with the public.
Ability to lift and move objects weighing up to 15 pounds.
Reliable Wi-Fi access to support remote work as needed.

Nice To Haves

Knowledge of early childhood practices is desired.

Responsibilities

Answer incoming calls on a multi-line phone system, direct callers to appropriate service providers, and take messages.
Collect weekly attendance reports from teaching staff.
Collect parent vouchers and fees; maintain a fee-tracking system; prepare weekly fee reports for the site manager; and send delinquent-fee letters when necessary.
Prepare, maintain, and generate correspondence, reports, and forms for program needs.
Receive, sort, and distribute incoming mail and update documentation and reports.
Schedule interviews, meetings, and trainings.
Review for approval and process requisitions, check requests, and purchase orders for self-operation programs and sites.
Maintain an efficient, updated filing system for site documents, including policy council information, parent meeting information, and sign-in sheets.
Maintain inventory of office and classroom supplies, order supplies through the necessary funding system, and follow up on orders as needed.
Provide overall site support, including assisting with classroom and kitchen needs.
Attend and participate in Head Start functions, including public information campaigns and enrollment or registration drives.
Maintain current computerized and hard-copy data filing systems.
Maintain confidentiality in all areas.