HNS Administrative Assistant

Position Summary

Provides administrative support services to the Health & Nutrition Services Director and the Education & Child Development Services Director, performing routine clerical and administrative functions such as data entry, filing, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files. Performs other support activities to assist service area staff involved in the development, implementation, and management of programs and policies and ensures services support the agency's school readiness plan.

• Provides administrative support to the Health and Nutrition Services Director, Health and Nutrition Services Coordinators and Health Specialists in implementing the goals and objectives of the service area:
• Immunizations:
• Enters information into Child Plus
• Fills out required State Immunization Record (pink card)
• Physical & Dental Exams and follow up:
  • Sends requests to medical and dental offices as needed
  • Scans records to Health Specialists
• First Aid:
  • Tracks inventories as turned in every 2 months
  • Restocks inventories
  • MOU's: assists with tracking and participating partners lists including current Medicaid providers
  • General Health & Nutrition:
    Under the Direction of the HNS Director, assists with:
    • Child Accident Tracking
      • Daily Tracking
      • Year End Summary
• EPSDT Tracking and events
• Dental In-kind Tracking
• Health Screenings
• Printing Growth Charts
• Self assessment
• Menus and flyers in Spanish
  • Monthly Sam's/Alpine/Nicholas Order
    • Ensures there are paper good for the AO and refills as needed
      • Break room
      • Bathrooms
      • Facial Tissue etc
• Provides administrative support to the Education and Child Development Services Director and Child Development Coordinators in implementing the goals and objectives

• Obtaining and recording a complete developmental, educational and mental health history of each Head Start child by performing related data entry and filing tasks.
• PEEP Testing
  • Entry and Exit administration
  • Entering tests into state website
• Printing jobs submitted by Center Managers
• TSG updates every two weeks and/or with new enrollment
• Home Language Survey tracking sheet (and adding flag on C+)
• Copies and collates documents, sends faxes and performs similar office tasks
• Assists with cleaning tasks at the Administrative Office including but not limited to ensuring the front office is presentable. Other tasks may also be assigned as needed.
• Responsible for front office specific tasks.
• Open the front office doors at 8:00 a.m. and close at 4:30 p.m. when applicable to scheduled hours
• Prepare the entire office for closure by the last admin assistant at the end of the day such as turning off all lights and securing the front door.
• Answer phones
• Transfer calls to other staff as needed
• Update voice message during extended office closures
• Post office closures on front window
• Incoming faxes and outgoing faxes as requested
• Postage and mailings
• Distribution of incoming mail in mail room
• Receiving orders
• Visitor sign in log
• Organizes copy paper in copy rooms and reorders when running low
• Vehicle checkouts
• Maintains and reorders supply cabinet supplies when running low
• Assisting with maintaining the AO supply sheds as needed
• Assists the service area with distribution of purchased equipment and supplies and donations to classrooms.
• Supports service areas with pre-service training activities and professional development opportunities offered to staff.
• Records and/or transcribes minutes of meetings and produces documents in draft or final format.
• Provides clerical support to service areas in updating service area Policies and Procedures.
• Provides translation support, as needed.
• Documents activities on the ELE website calendar, and service‑area specific meetings and activities on the ELE Master Calendar.
• Works with the Community Outreach Volunteer Coordinator to coordinate service area volunteer projects and directs volunteers and Interns. Secures completion of in‑kind forms of all service area volunteer activities.
• Serves as the secondary reception‑area staff personnel and secondary back‑up to the reception‑area Administrative Assistant during…