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 effective implementation of 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-
- Review current assignments and schedule appropriate Head Start teaching staff and aides as appropriate. Ensure sufficient support and staffing is maintained in compliance with Head Start standards.
- Coordinates staffing within the Center to ensure appropriate staffing ratios are maintained.
- 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 to include copier, computer, fax, phone and mail machine. Contact equipment vendors as needed to quickly repair or replace equipment to minimize equipment downtime.
- Assist in the preparation of meeting agendas and materials, 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.
- Maintain proper documentation of all expenditures for reimbursements, petty cash, and purchase orders (e.g. receipts, boarding passes).
- Process check requests and track completion of all requests to ensure that all invoices and employee requests are completed accurately and timely.
- Manage petty cash system by distributing petty cash to employees as needed and ensuring sufficient funds for all requests in accordance with fiscal policies and procedures.
- 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.
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this job.
Communication - Interacts sensitively, effectively and professionally with persons of diverse ages, lifestyles, and backgrounds (cultural, economic, racial, ethnic or professional). Has direct, honest conversations, on difficult topics when necessary and gives feedback with clear conclusions and specific examples. Receives feedback openly. Speaks and writes clearly, with professional tone and correct grammar, punctuation and spelling.
Flexibility Adjusts quickly and effectively to changing conditions and demands. Discusses change as a necessary and inevitable aspect of organizational life as well as an opportunity to learn new things. Has a similar view and approach to potentially stressful situations. Invests personal energy toward accepting and adapting to change that others use toward resisting or resenting it.
Integrity Acts in ways that demonstrate personal integrity and serves as a positive example of why others should trust the motives of the organization. Views himself or herself as a reflection of the organization by following through on commitments and accepting ownership of any mistakes he or she might make. Leaves others with the clear impression that integrity is a core value at this organization.
Managing Multiple Priorities Handles multiple assignments and priorities yet still fulfills all commitments. Readily accepts new responsibilities and adapts well to changes in procedures. Gives appropriate priorities to various work demands.
Productivity Meets or exceeds productivity standards that have been established for his/her organizational level or position. Has successfully combined skills, ability and effort level to ensure that expectations related to results/output are achieved.
Professionalism Maintains a calm and professional attitude to all customers and coworkers, regardless of environment or stress.
Quality of Work - Has established a track record of producing work that is highly accurate, demonstrates attention to detail and reflects well on the organization. Is personally committed to high quality work and encourages others to have similar standards.
