What are the responsibilities and job description for the Support Services Manager position at Murray Head Start?
[ This position will be the Support Services Manager for Office Operations ]
POSITION SUMMARY: This is an administrative support position responsible for preparation, filing and distribution of agency reports and records, including documents for governing bodies, delegate agencies, partnership agencies, federal monitoring and reporting, and general correspondence. This position includes receptionist duties as the front-line representative of the Murray Head Start program providing positive face-to-face, telephone, email, fax, or other forms of communication. This position cross-trains to serve as back-up to other agency support staff.
QUALIFICATIONS:
High School Diploma or GED required. Must possess good verbal and written communication skills, basic computer proficiency, and strong skills in all aspects of office management. Good organizational skills, the ability to process multiple work assignments, and the ability to meet deadlines with accuracy under pressure is necessary.
JOB RESPONSIBILITIES:
Support Services staff will assist each other, as needed, to ensure all support services responsibilities are performed.
Support Services Manager for Administrative Operations
Primary responsibilities:
- Assist in preparing Federal OHS reports
- Assist in preparing Board reports
- Assist in preparing Policy Council reports
- Tracking Policy Council attendance, meetings & documentation
- Policies & Procedures updates
- Assist in preparing for Federal monitoring
- Assist in preparing WKU Delegate reports
- Website development and updates
- Training registrations & Travel arrangements
- Compile and distribute agency annual report
- Assist with annual Community Assessment
- Assist with annual Program Self-Assessment
- Assist with annual budget analysis
- Assist with preparing annual grant documents
- Prepare and distribute annual partnership and contractual agreements
- Maintain official agency paper and electronic files
- Cross-train as back-up for HR
Support Services Manager for Office Operations
Primary responsibilities:
- Receptionist
- Send agency communications (letters, cards, requests)
- Phone systems across counties for offices and standalone sites
- Copiers & office equipment (all counties)
- Vehicle maintenance & scheduling use (all counties)
- Calendars & Schedules (all counties)
- Mail & deliveries
- Posting events/activities on agency Social Media
- Assisting with reporting for Child Care Assistance Program
- Tracking and filing community partnership agreements
- Maintain agency keys
- Maintain agency gas cards
- Complete purchase requisitions for central office supplies and materials
- Assist with in-kind documentation and reports
- Assist with documentation of behavioral health services
- Prepare agency training packets, meeting agendas/packets, manuals & handouts
- Cross-train as back-up for Support Services Manager for Administrative Operations
Support Services Manager for Data & Inventory
Primary responsibilities:
- Child Outcomes data entry & reporting (all counties)
- Family Outcomes data entry & reporting (all counties)
- Prepare agency data reports
- Inventory monitoring & data entry (all counties)
- Build and code new inventory tracking system (all counties)
- Maintain fixed asset tracking
- Report on items for surplus
- Assist with development and monitoring of technology plan and replacements
- Child Plus data entry (all counties)
- Prepares data reports for Education Services
- Prepares data reports for Family Services
- Assist with annual program surveys (all counties)
- Posting events/activities on agency Social Media
- Coordinates data needs with Data Systems Specialist
- Back-up for phones/receptionist
- Assist with annual district reports (all counties)
- Assist with processing training & travel requests
- Assist with obtaining quotes and bids for purchasing
- Assist with fiscal files and processing
- Cross-train as back-up for Purchasing
The statements outlined in this job description are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills that may be assigned by the immediate supervisor.
Performance of this job will be evaluated in accordance with provision of the Board policy and Murray Head Start policy on Evaluation of Personnel.
Offers of employment are conditional pending satisfactory receipt of a recent physical examination, TB skin test/assessment, criminal background check, and Murray Independent Board and Policy Council approval.
Reports to: Head Start Director
Classification: Classified
FLSA: Non-exempt
Murray Head Start is an Equal Opportunity Employer
Salary : $18 - $30