Part- time Parents as Teachers Administrative Assistant

Job Title

Part-time (pending grant approval and funding level available)

Compensation:
The rate of pay is $16 per hour. This position does not include employee benefits.

High School Diploma or equivalent

Create, prepare, and distribute program mailings.

Develop, publish, and distribute the monthly program newsletter.

Assist with financial record keeping and the preparation of financial and program reports.

Maintain and file family exit folders accurately and in a timely manner.

Monitor RICOH copier supply levels monthly and order supplies as needed.

Purchase and organize supplies for Group Connection events and other program activities.

Greet and assist families, visitors, and community members in a professional and welcoming manner.

Maintain inventories of program technology, equipment, gas cards, toys, educational materials, and other program assets. Complete a comprehensive inventory at the beginning of each program year and update records semiannually and at year-end to ensure accuracy.

Prepare and maintain at least 10 intake folders containing all required enrollment documents.

Assemble and maintain at least 10 new family files with all required program forms and documentation.

Support communication efforts with parents, families, community partners, and the general public.

Make hotel reservations and travel arrangements for staff as needed.

Receive, verify, and organize deliveries, ensuring materials are stored in their designated locations.

Manage and update the program's social media platforms, including Facebook, Instagram, and the agency website, by responding to messages and posting relevant content daily.

Maintain a clean, organized, and welcoming office environment as time permits.

Prepare and distribute the monthly Community Bulletin/Event Reminder by the first day of each month.

Review and update the program Resource Directory on a quarterly basis.

Collaborate with Pre-K staff to plan and coordinate family engagement events.

Collaborate monthly with community agencies to gather and share information about upcoming events and available resources.

Coordinate and schedule introductory or collaborative meetings with local agencies following staff changes to maintain effective community partnerships.

Assemble and maintain referral packets for community agencies and medical providers. Maintain a supply of at least 30 referral folders and contact partner agencies every three months to replenish materials as needed.

Contact Jacksonville Memorial Hospital quarterly to ensure hospital welcome packets are available and maintain a supply of at least 20 packets for distribution.

Support ongoing family recruitment efforts by distributing tear-off fliers to local businesses and monitoring their availability on a monthly basis.

Prepare, distribute, and follow up on annual Memorandums of Understanding (MOUs), ensuring completion each September.

Design, revise, duplicate, and maintain program forms, templates, and other documents as directed by the Program Supervisor.