Primary Purpose:

• Provide administrative support to the Head Start/Early Head Start program including campus staff, consultants and program coordinators
• Coordination of office functions, communication, and work flow for the Head Start/Early Head Start program

Education/Certifications:

• High School diploma or GED

Special Knowledge/Skills:

• Highly organized, experienced in electronic and hard-copy records maintenance
• Excellent communication and interpersonal skills, experienced in telephone, voice mail and electronic communications
• Proficient use of personal computer and software for word processing, presentation development, publishing, collaboration, spreadsheets and databases
• Knowledge of ESC and public school district organization, operations and administration
• Self-directed and ability to prioritize and problem solve for efficiency
• Bilingual skills are an asset

Responsibilities and Duties Common to all Region 10 ESC Employees:

• Ability to work on and enhance a team
• Utilize time wisely for effective management of position responsibilities and to ensure timelines are met
• Maintain punctuality in daily work times, appointments, and meetings
• Maintain a positive, customer friendly, and professional tone in all communication (i.e. email, written, and verbal)
• Participate as an effective team member who contributes to center-wide strategic planning goals
• Display proficient levels of technology applications and remain current in the area of digital integration
• Perform other duties as may be assigned by Region 10 Leadership
• Prepare and organize resources, train, and collaborate with Region 10 personnel
• Exhibit initiative in identifying problems and suggesting solutions in a positive manner
• Exhibit good judgment and decision making
• Keep supervisor informed of program and district needs
• Maintain up-to-date entries in Region 10 databases and accurate records for tracking and invoicing
• Adhere to Center procedures, guidelines, and policies

Specific Responsibilities and Duties for the Administrative Assistant II

General Office Skills:

• Prepare, organize and file reports and correspondence
• Assist with other duties as required for support of component projects
• Process program documents
• Prepare training materials and packets
• Maintain databases of communication contacts including address, phone numbers, fax numbers, and email address of clients, and staff
• Maintain accurate records, prepare contracts, purchase orders, payment authorizations and invoices, review budget balances and process payments
• Provide efficient, organized administrative support that includes, but is not limited to, assisting with Professional Development event organization, registration and attendance records; ordering supplies; preparing letters, memos, flyers, brochures, reports, databases, meeting materials, mailing lists, and mail outs via US mail and electronic means
• Complete Print Shop requests for annual forms, booklets and materials requests as required by program needs
• Knowledge of the Google Platform and Outlook. Ability to quickly learn R10 ESC Calendar of Events system

 Communication Skills:

• Demonstrate the ability to effectively communicate with staff and customers on the telephone, in writing and in person
• Assume responsibility for and maintain confidentiality relative to student/staff records/data
• Answer phone promptly and courteously
• Prioritize phone messages, voicemail and email messages efficiently
• Provide accurate information in response to telephone, written and personal inquiries
• Provide effective interface in customer service situations
• Maintain ongoing correspondence with advisory committees, supervisory groups
• Notify members of meetings according to established timelines
• Maintain records of meetings

 Organizational Skills:

• Demonstrate efficient organizational skills
• Demonstrate accurate record-keeping skills
• Organize and maintain an efficient system for workflow, following timelines and meeting deadlines as assigned
• Complete assigned tasks from consultants/coordinators and director according to timelines
• Prepare purchase orders accurately and follow-up to ensure that items ordered for campuses are processed, received and inventoried in a timely fashion
• Prepare flyers and workshop materials
• Organize and maintain an efficient system to track teacher/classroom expenses as they relate to classroom inventory

Other Duties:

• Participate in program activities as assigned
• Observe all ESC policies and procedures
• Perform other duties and functions as required by Region 10 ESC Director for Head Start/Early Head Start Services

• Three years administrative assistant experience
• Experience in maintaining accurate records
• Computer experience with various software applications

Accountability:

•  The Administrative Assistant II shall be directly accountable to the Program Coordinator or his/her designee.