Executive Administrative Specialist

Purpose Statement: The Executive Administrative Specialist contributes to the efficiency and accountability of our program governance by maintaining an accurate record keeping system and assisting the Program Director with day-to-day operations of the program.

1. Create and type correspondence, plans, procedures, forms, and other documents for Program Manager(s) and HS/EHS Director.

2. Maintain filing as needed, preferred electronic filing system.

3. Assist in planning and developing pre-service and in-service agenda as requested.

4. Assist with developing and updating site calendars electronically.

5. Coordinate travel and process per diems for all staff, enrolled parent/guardian(s), policy council and board member(s) as needed.

6. Assist in up-to-date Policy Council Roster with the direction from ERSEA/Family Services Manager.

7. Communicate program alerts/reports to Policy Council members via email or mail on red paper as necessary.

8. Preparation of agendas, notices, sign-in sheets, and materials required for all levels of meetings as assigned.

9. Attend meetings to record and transcribe notes.

10. Meet weekly with the program director to plan for meetings, events, and other assignments.

11. Obtain and process in-kind, mileage and childcare monthly from Policy Council Members.

12. Assist in the planning of meetings by securing meeting space, gathering supplies, securing refreshments, and communicating needs with the IT Administrator and the Facility Administrator as necessary.

13. Co-supervise the custodian and monitor central office cleanliness with the Facilities Administrator.

14. Mail cards (Get Well, Sympathy, Birthday, Christmas, etc.) to Head Start/Agency staff or community leaders as needed.

15. Assist in the review and approval all Purchase Request for office supplies, cleaning supplies and paper items for all centers and ensure orders are correct according to quantity and price of items.

16. Ability to assist and provide support in gathering and ordering recruitment supplies, organizing supplies by storing them, and distributing supplies to sites as needed.

17. Responsible for updating all central office bulletin boards by posting employee updates, monthly themes, and activities on-going.

18. Assist director with filing, shredding and office organization upon request.

19. Able to attend community meetings, events, and recruitment activities if the director is unavailable.

20. Able to conduct director’s portion of new hire orientation in event director unavailable.

21. Maintain and update all archived correspondence, regulations, and memorandums from the Office of Head Start.

22. Maintain records of employee evaluation, staff improvement plans, and annual professional development plans.

23. Provide office support in the absence of the Program Assistant.

24. Assist in data collection for self-assessment, program information reporting (PIR) and community assessment upon request.

25. Collect and file all new hire management paperwork.

26. Assist in tracking and monitoring progress of on-line professional development training of assigned staff.

27. Update and maintain professional memberships for staff.

28. Responsible for Social Media Post (Facebook, Instagram, Twitter, etc.) and website updates after approval to post by Program Director.

29. Assist in checking references for new hires as needed.

30. Schedule training(s) through consulting with program manager(s), assist with direct billing of professional development credentials for staff at local colleges or through online registration for CDA programs; assist with preparing letters to HSES related to incident reporting, requesting waivers, and grant documentation via HSES if requested by program director.

31. Assist or plan Public Relation events to promote the HS/EHS Program upon request.

32. Represent on behalf of HS/EHS Director if unavailable at community meetings if requested.

33. Assist Director with creating, tracking, and monitoring through Child Plus in professional development and internal monitoring system.

34. Assist with collecting data for annual grant applications and any other new grant initiatives. Assist with writing narratives related to grant application.

35. Assist with disseminating training requests of staff and providing follow-up and tracking until training is completed.

36. Assist with any other special projects assigned by the HS/EHS Director.

37. Act as 2nd in command for HS/EHS Director when HS/EHS Director is out of the office to ensure operational effectiveness.

38. Assist with Childplus.net set up for new staff and assigning to security groups.

39. Assist in collection/creation of materials for electronic newsletters.

40. Preserve the confidentiality and integrity of all program information.

41. Attendance is an essential function of your day-to-day responsibility and commitment to the program.

42. Perform other duties as assigned by supervisor as this job description is in no way intended to include all responsibilities of the position, but rather to provide a general overview of what is expected of the position holder.

Job Type: Full-time

Pay: $23.88 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Office Management: 2 years (Preferred)

Location:

• Mc Kenzie, TN 38201 (Preferred)

Work Location: In person

Salary : $24