Prime Time Head Start Front Office Secretary

NATURE AND SCOPE OF POSITION The Front Office Secretary will work to provide administrative support to the Center personnel and to the overall program. This position will initiate and coordinate the administrative functions required in the effective implementation of the administrative policies of the program. The Front Office Secretary uses effective organizing systems to provide administrative support to a variety of stakeholders and projects.

JOB FUNCTIONS ESSENTIAL:

Provides direct administrative/clerical support for the Center and personnel.

Answer and screen telephone calls, taking messages for personnel 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 in a courteous and helpful manner.

Coordinate purchase requisitions and maintain vendor relationships to ensure accurate invoicing and delivery of purchases.

Draft and edit correspondence, reports, forms, charts, memos, and other documents accurately.

Manage inventory and distribution of office supplies throughout the organization. Maintain sufficient levels of supplies.

Maintain the confidentiality of program information, correspondence, documents, discussions, meetings, and telephone calls.

Oversee the operation of various office machines, including copiers, computers, fax, phone, and mail machines. Contact equipment vendors as needed to quickly repair or replace equipment to minimize equipment downtime.

Assist in the preparation of meeting agendas and materials, and distribute such items in advance to members within agreed-upon time frames.

Ensure that all reports, records, and assigned Master Binders are maintained accurately and promptly.

File, store, and destroy old records as instructed.

Review and process volunteer paperwork timely and accurately.

Participate in staff meetings, conferences, training sessions, and workshops as assigned.

MARGINAL:

Provide courteous and prompt service to all internal and external clients. Prioritize and address requests and assignments in a professional manner to develop cooperative relationships and to ensure that client confidentiality is assured.

Identify opportunities and recommend methods to improve service, work processes, and financial performance, e.g., expense management. Assists in the implementation of quality improvement initiatives.

Assist co-workers in the completion of tasks and assignments to ensure continuity of service. Orient new co-workers and actively support teamwork throughout the organization.

Perform other duties as required.

PRIMARY QUALIFICATIONS

Education:

High School diploma or equivalent is required.

An associate degree in business or a related field is preferred.

Work Experience:

1 – 3 years’ experience in office/general administration or bookkeeping is required.

Special

Skills:

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.

AMERICANS WITH DISABILITY SPECIFICATIONS Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to finger motions, stoop, kneel, crouch or crawl, talk or hear, taste or smell.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision,…