Head Start Office Assistant ; Cyclic position

Head Start Office Assistant

Under general supervision this position will perform a variety of clerical assignments to support Head Start center(s) operations.

Responsibilities include:

receptionist, responding to inquiries regarding program and center services, composing correspondence, preparing reports, establishing and maintaining electronic and manual filing and record keeping systems, updating computer databases, and purchasing supplies and materials. This position will act as a liaison with Spokane Colleges departments and the Head Start center.

Duties and Responsibilities

• Perform receptionist duties such as answer telephones, greet visitors, respond to inquiries or make appropriate referrals, and resolve and/or refer problems.
• Perform a variety of word processing tasks, including composing correspondence, proofreading written materials, making corrections, and preparing documents for distribution. This also includes recording, transcribing, and distributing meeting minutes; creating meeting notices and agendas; developing the monthly site calendar and newsletter; and drafting letters to families.
• Maintain spreadsheets and databases for record-keeping purposes, including tracking Head Start Performance Standards, volunteer hours, and other program-related data. Gather and compile relevant information from these records for inclusion in monthly reports.
• Provide clerical support including word processing, data entry such as USDA meal count tracking and maintaining the site waitlist using the Child Plus program, as well as scanning and filing both electronic and hard copy documents. Perform routine maintenance of program archive files to ensure compliance with state and federal records retention schedules.
• Operate, maintain, and arrange for maintenance of office equipment including telephone, fax machine, laminator, and copy machine. Coordinate building maintenance services including janitorial and repair services as needed for HS classrooms and workspace.
• Prepare and/or process required Spokane Colleges and Head Start/EHS forms, such as key requests, staff training requests, vicinity travel documentation, time and effort reports, Building Improvement Request (BIRs), and work orders.
• Perform Purchasing Card custodian duties, including signing the card in and out to staff, logging transactions, reviewing and coding purchases, and reconciling invoices with statements. Additionally, complete or process purchase requisitions and invoices as part of the purchasing workflow.
• May conduct shopping or purchasing activities to support site needs, such as providing refreshments for parent meetings.
• Perform building office clerical duties in support of the Center Manager.
• May train and direct the work of volunteers.
• May provide occasional assistance in giving breaks to education staff.
• May assist in other Head Start locations as needed.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements.
• Support and advance Spokane Colleges' strategic plan, and perform other duties as assigned.

Competencies

• Action Oriented
• Optimizes Work Processes
• Ensures Accountability
• Drives Results
• Collaborates
• Values Differences
• Communicates Effectively
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

Learn more about our competencies.

Minimum Qualifications

• Proficient in spelling, punctuation, sentence structure and grammar.
• Excellent verbal, written, and interpersonal communication skills.
• Working knowledge of general office equipment.
• Experience using computers and spreadsheets, database and word processing software (prefer Microsoft Office).
• Ability to use a multi-line phone system and possess proper phone etiquette skills.
• Ability to work on and pivot between multiple tasks and work in a fast-paced environment.
• Customer service experience.
• Proofreading and filing skills.
• Ability to handle constant interruptions.
• Ability to maintain a high level of confidentiality.
• Ability to work independently in the absence of a supervisor and as a member of a team.
• Basic arithmetic skills.

Desired Qualifications

• Two or more years of clerical data entry experience.
• Two or more years of Microsoft Word, Excel, Access, and Publisher 2010 and /or 2013 experience.
• Previous work experience with Head Start or ECEAP, child and family centered programs, and/or low-income populations.
• Experience with specific software programs, e.g., Child Plus; as well as automated/web based purchasing systems.

Physical Requirements

• Work is performed in an office environment.
• Frequent use of computers.
• Move up to 20 lbs. occasionally. Team lifts are encouraged and to be used at the employee's discretion.
• Work directly with students/clients.
• Occasional exposure to fumes, dust, odors and/or biohazards.
• Frequent oral and auditory communication with others.

Conditions of Employment

• Cyclic schedule (less than…