Head Start Administrative Specialist

*Head Start Administrative Specialist* *Full time (30 to 35 hours per week) Full Year/Non-exempt* *Reports to: Head Start Director* *General Statement of Duties:* The person in this position will provide clerical support for the COI Head Start Program and the Policy Council, including light bookkeeping, word processing, spreadsheet creation & use, overseeing an online data base, filing, faxing, copying, answering telephones and operating other office equipment as needed.
*Essential education and experience:* * High School Diploma/GED is required *AND* * Associates degree in Secretarial Sciences or related field, *OR* * Two years of as a Secretary or Administrative Assistant *Essential skills, abilities and characteristics:* * Able to work independently and with a team * Able to maintain a professional and courteous attitude under stress of work demands * Able to maintain confidentiality * Able to work with culturally diverse families and those with low income * Able to handle multiple tasks * Intermediate/Advanced knowledge of Microsoft Office Programs/Applications * Good verbal and written communication skills * Good organizational skills * Fluency in English & Spanish desirable *Licenses or certifications required for this position:* Valid NYS Driver’s license - employment is contingent on the applicant’s ability to be covered under COI’s automobile insurance policy *Other Requirements* * Annual fitness for duty medical examination * Following a provisional offer of employment, all candidates are subject to a background check *Illustrative examples of work – additional duties may be assigned* *Word Processing Duties – Microsoft Word* * Use and create a variety of templates, tables, merges, manage table data, sort to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements.
* Participate in the design, production, editing and distribution of forms and written program policies & procedures * Produce parent and staff calendars, parent and Policy Council handbooks, newsletters, bulletins and certificates of accomplishment.
*Spreadsheet Processing Duties – Excel* * Work with multiple worksheets, filter data, use integrate function.
* Process and file paper and electronic vouchers * Maintain accurate records of all Head Start vehicles, repairs maintenance and assignments * Maintain a current inventory of all Head Start materials, furniture and equipment * Monitor, purchase, organize and dispense office supplies, following agency procurement procedures, as needed * Compile, summarize and submit to the Head Start Director documentation of Non-Federal Share contributions monthly *Data Management Duties* * Oversee the program’s on-line enrollment data base, including yearly set up of program parameters, data entry * Provide technical support to others who enter or review data from the on line data collection system * Set up paper/electronic files for Head Start enrolled children *Staff Support Duties* * Be a resource to Head Start program staff for initial trouble shooting and basic operation of computers, printers and other electronic devices * Provide staff support to Policy Council including organizing and mailing meeting packets, attend monthly evening meetings and assist with attendance and recording the minutes.
* Provide backup coverage as needed for COI reception area, including greeting customers, answering multi line phone system, directing callers to the right person and accurately relaying messages * Attend trainings and meetings as required * Deliver services in accordance with Head Start Performance Standards, Mission statement and Policies and Procedures * Perform other duties as assigned by COI-Head Start Director or COI Executive Director *Physical Demands:* * Required to reach to secure files, reports, folders, etc.
required to complete tasks * Required to use finger-writing implements both manual and electronic * Required to sit for long periods of time * Required to speak clearly in person and by telephone * Required to talk in person and by telephone to obtain and interpret detailed information *Environmental Conditions:* * May be exposed to weather conditions * May be exposed to children and adults with contagious illnesses * Work in an enclosed area All staff are expected to work together as a team to ensure that agency goals and objectives are met.
All COI employees must also comply with all program specific and COI policies.
_*Columbia Opportunities, Inc.
(COI) values diversity, equity and inclusion in our workplace.
COI is committed to equal employment opportunity and non-discrimination in employment for all qualified persons without regard to age, race, creed, color, religion, sex, sexual orientation, gender identity or expression, marital or familial status, national origin, citizenship, ancestry, arrest record, veteran status, military status, predisposing genetic characteristics/genetic information or carrier status, disability, domestic violence victim status, reproductive health decision making, ethnic group identification, ethnic background, traits historically associated with race, or any other protected trait under federal, state or local law.
*_ Job Type: Full-time Pay: From $17.
70 per hour Schedule: * Monday to Friday Education: * High school or equivalent (Required) Experience: * Secretarial: 1 year (Required) License/Certification: * NYS Driver's License (Preferred) Work Location: In person