Administrative Services Assistant
Community Action Partnership of Sonoma County - SANTA ROSA, CA
Administrative Services Assistant
EXEMPT: No SALARY LEVEL: Refer to salary chart
DEPARTMENT: Head Start/Early Head Start LOCATION: Central Office
REPORTS TO: HS/Director and Assistant Director HOURS: F.T.E., 12 months
DATE: 3/23/18 APPROVED BY: HR Manager
Policy Council Approval 11/25/17
SUMMARY OF THE POSITION:
Ensure planning and implementation of program administrative requirements. Ensure compliance with all appropriate areas, with a major focus on Program Design and Management of the ACF Performance Standards, regulations, and State and local requirements. Ensures planning and implementation of program Administrative requirements. Works with the Directors providing planning, designing, implementing, monitoring and evaluating program systems. Supports implementation of program , clerical, and licensing requirements.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Act as administrative support for Head Start Director, Assistant Director and Head Start Policy Council.
- Monitor and assure compliance with Head Start Performance Standards and other requirements in the area of Program Design & Management and assure documentation of requirements in other Program Areas and CACFP as assigned.
- Implement complex policies, procedures, and practices, often acting as a resource for staff.
- Responsible for on-going development and maintenance of additional program documentation requirements such as written plans, procedure and policy manuals, program goals and objectives and program self-assessment.
- Ensure and facilitate the data maintenance process for the annual PIR, Program Information Report.
- Responsible for Policy Council correspondence and minutes.
- Work with network administrator and other technical staff to maintain technology systems, software, and hardware for the Head Start program.
- Create and edit program reports and staff and parent correspondence.
- Assist with the planning and coordination of staff and Policy Council travel, as needed.
- Participate in research and development of grant applications.
- Monitor administrative details of personnel processes regarding the Head Start and California State Licensing requirements.
- Oversee the state required licensing process for centers.
- Oversee general order and appearance of Head Start/Early Head Start office work space.
- Provide research information and materials and prepare documents for special projects.
- Participate in the team building process within the program by using established communication channels in a constructive and productive manner that enhances the team effort.
- Provide data collection support and reporting for continuous quality improvement
- Other relevant duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION, CERTIFICATES, AND/OR EXPERIENCE:
- Minimum of two years related experience.
- Intermediate to Advanced PC software competency including: Windows Prof Office Suite.
- Must possess strong/excellent organizational skills.
- Demonstrated ability to coordinate projects and events.
- Must possess strong interpersonal, creative, and analytical skills, and proven ability to juggle multiple projects in a fast-paced environment.
- Demonstrated ability to work with staff, clients and the public in a supportive and non-judgmental manner.
- Demonstrated ability to work independently, and as part of a team.
- Demonstrated ability to communicate effectively with individuals possessing a variety of communication styles.
- Possession of a valid California Drivers License, a good driving record, and the use of a properly insured vehicle per the requirements of the State of California.
- Prior to beginning work, must be able to pass the Community Care Licensing criminal record clearance, and have a current (within one year) TB clearance and Health Screening Report.
KNOWLEDGE AND SKILLS:
- Advanced ability to write reports, correspondence, policies, training plans, and procedure manuals.
- Advanced ability to interpret an extensive variety of instructions and deal with several abstract and concrete variables.
- Advanced ability to define problems, collect data, establish facts, and draw valid conclusions.
- Advanced ability to effectively present information and respond to questions from groups of managers, parents, staff and community representatives.
- Advanced ability to plan, coordinate, delegate and prioritize tasks.
- Advanced ability to solve problems and deal with a variety of situations with good judgments.
- Strong oral and written communication skills.
- Advanced personal computer skills with word processing, e-mail and Excel
- Advanced record keeping skills
- Intermediate ability to read, analyze, and interpret laws, technical procedures, and governmental regulations.
- Intermediate ability to calculate figures and amounts, write purchase requests, use spread sheets, maintain a budget.
- Strong working knowledge of and sensitivity to diverse cultures and persons from low-income families
- Prior Head Start/Early Head Start Experience preferred
- Bilingual English/Spanish Language Skills Preferred
- Willingness to learn on the job and/or take job related courses as needed
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee consistently works in an office setting. The noise level in the work environment is usually moderate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit at a desk or meeting table; use hands to finger, handle, or feel objects, tools, or controls; use computer, telephone; talk and hear. The employee is regularly required to use office machines such as copiers. The employee spends approximately 95% of time writing and/or keyboarding. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that is required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.