Head Start Program Assistant

Program Assistant CDD 25-26 Job Description

OBJECTIVE: Under supervision of Head Start's Program Logistics Manager, provide clerical and program support that is essential for consistent flow of Head Start operations such as incoming communications, use of facilities, documentation requirements, and keeping equipment operational.

QUALIFICATIONS: Candidates must demonstrate their ability to accomplish the Essential Job Results stated below. Job knowledge / documentation required: High School Diploma/GED and similar office experience. One year of experience preferred, however candidates with entry level skills who demonstrate reliability, commitment to learning and ability to accomplish tasks are also encouraged to apply. Proficiency using computer data base programs and word processing is important. Criminal Background Clearance Check Including Fingerprints; Head Start required health documentation, CPR/First Aide are required. Familiarity with Bristol Bay area, people, and culture. Head Start parents encouraged to apply.

ESSENTIAL JOB RESULTS

Provide Clerical Support and Program supportive services for staff

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• Organizing and responding to requests for clerical/Program support such as mass copying, bulk mailing, and Data Entry.
• Assisting Managers to ensure meetings are well organized with adequate notice and optimal participation by setting up teleconferences as needed, reserving space, and communicating with participants.
• Putting together agendas and packets and ensuring adequate delivery time.
• Understanding payroll / paperwork routing system and assisting HS Management with timely processing of documents including batched timesheets, and payroll instruction forms.
• Assuring reception is always covered with a person available to provide a helpful, welcoming response, and prompt routing of all incoming communications.
• Oversee daily incoming and outgoing mail log and distribution of postal and interoffice mail.
• Producing a monthly newsletter by editing articles from Dept. staff, publishing, and handling bulk mailing.
• Providing assistance in a classroom or kitchen when needed.

Ensure equipment is functional, facility is operational, and at close of business make sure building is secure.

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• Starting up equipment each morning and making sure it is fully functional with supplies readily available for use with minimal interruption.
• Following the building shut down procedure and making sure it is followed at the end of each workday of the Family Resource Center. This will include locking up of entrances, custodianship of keys, turning off appliances, and closing doors necessary for fire prevention.

Coordinate supply requests and inventory

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• Collecting all Supply Request forms, processing and routing in accordance with Accounting's established procedures.
• Keep inventory of supplies and equipment and order as needed.

Understanding Head Start's required system of documentation and accountability of activities and provide support in maintaining it

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• Keeping "Child–File" data that comes in from various points within the Department organized to allow quick access to accurate information.
• Entering data in the Child Plus system.
• Providing a standard Minutes form and brief "Minutes training" which can be integrated throughout all levels of required meetings – in such a way that it will encourage others to learn the task, provide the required documentation and simplify the process.
• May be required to assist at Policy Council Meetings to take minutes.

Keeps Management Informed

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• Participation in weekly supervisory meetings.
• Producing a monthly activity report to the Program Logistics Manager.
• Keeping an updated "Timeline/Calendar" for program staff to use in planning activities and services.
• Providing a system for distributing information that will effectively reach HS Policy Council, staff, parents, or other involved parties.
• Occasional research or fact finding for staff, including telephone surveys of villages, gathering information from government or private sources and collating the data.
• Working with Logistics Manager to make sure compiled data and reports are timely and available.

Monitors and improves program and service quality.

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• Looking for ways to improve data or record keeping systems, communications, efficiency of equipment, and make recommendations to Program Logistics Coordinator for changes.

Establishes effective relationships with children, parents, members of the community, and staff

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• Ensuring that information regarding Head Start is distributed to staff, parents, Policy Council, and the community on a regular and as needed basis.
• Having a familiarity with the Bristol Bay area, people, and cultures.
• Making parents feel welcome and part of the overall program.

Protect program integrity and client privacy

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• Abiding by BBNA's policies regarding confidential information and keeping any confidential information related to children, families, other staff members or program matters gained through employment at BBNA Head Start absolutely confidential during and after this employment.

Travel in and out of region

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• Scheduling well planned trips if necessary to provide services, participate in training, workshops and to exchange information.

Contribute to the overall team effort

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• Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping others accomplish related job results as and where needed.

Demonstrate a commitment to lifelong learning

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• Active enrollment in higher education or training as part of Head Start's Continuum of Training plan.

WAGE: $21.16-$32.46. DOE

REPORTS TO: Program Logistics Manager

DUTY STATION: VAL Family Resource Center / Head Start Central Office

Salary : $42,000 - $62,400