Description

POSITION TYPE: Full-time, Non-exempt and Benefits Eligible 

SUPERVISORY CONTROL: Executive Director

HOURS: 37.5 hours per week/52 weeks per year.

GENERAL DESCRIPTION OF DUTIES:

Provide administrative support to ensure efficient operation of the office. Supports Executive Director and other administrative staff through a variety of tasks. In accordance with the philosophy of Positive Behavioral Interventions and Supports (PBIS), develop and maintain positive working relationships with all staff in the agency and demonstrate a positive attitude towards all clients and other persons with whom you come in contact during the course of your job.

SPECIFIC DESCRIPTION OF DUTIES:

1. Act as a receptionist, relaying and receiving information and ensuring the accuracy and appropriateness of all communications, including the distribution of staff updates, memos, telephone messages faxes and email.
2. Prepare and record minutes of the monthly Board of Directors’ meeting, distribute minutes of meetings and upcoming agendas, schedule committee meetings, distribute committee reports, and set up meeting rooms.
3. Oversee the annual appeal letter campaign by updating address database, typing and mailing the letters, recording responses, sending thank you letters and preparing board reports. Assist in fundraising events. 
4. Organize and maintain an efficient office including typing and filing, correspondence and other materials for the administration, fiscal department, Head Start and Child Care. Maintain office equipment and order supplies.
5. Maintain property records on equipment and update property records every two years.
6. Maintain agency files and contracts.
7.  Responsible for bank deposits as needed. 
8. Initiate, track and file FMLA paperwork for Child Care staff as needed. Act as backup for Workers Comp and Head Start FMLA.
9. Maintain, update, and distribute agency Personnel Policies and job descriptions, 
10. Help track and record CACFP attendance records and reports.
11. Prepare and distribute the monthly Staff News.
12. Oversee the employee campaign for United Way. Responsible for submitting the annual State Employee Combined Appeal (SECA) application.
13. Prepare annual Head Start Memoranda of Understanding and annual contracts.
14. Submit advertisements and photos for Community Album in newspaper.
15. Oversee the staffing and responsibilities of front desk staff as well as supervise Secretary and Receptionists.
16. Responsible for obtaining necessary bids on projects and coordinating with facilities committee.
17. Oversee the Fifth Street facility, coordinating routine maintenance and repairs as needed.
18. Responsible for job postings, Stay Surveys and Offer Letters as necessary.
19. Be responsible for the assigned computer hardware and software. Perform regular maintenance functions and other duties as outlined in the agency’s written procedure on computer systems.
20. Perform all other duties as assigned by supervisor.

Requirements

High school graduate with an excellent knowledge of word processing and proficiency in the use of computers as well as a sound knowledge of office procedures and experience in an organizational position. Possess planning, problem solving and communication skills.