What are the responsibilities and job description for the Administrative Associate position at United Counseling Service?
Description
Using culturally and linguistically sensitive, strengths-based and family-centered approaches, works in an outcomes-oriented, team environment under the supervision of the Assistant Director of Early Childhood Services (ECS). In addition to providing clerical and support services to the Spring Center facility and staff, the Administrative Associate is responsible for carrying out the planning and organizing of technology supplies and equipment and software information management activities in cooperation and collaboration with ECS management and the needs of the division. Ensure program compliance with Office of Head Start Federal Performance Standards, VT Child Development Division Child Care Licensing regulations, as well as all other applicable regulations, best practices, and Agency and program policies and procedures.
Major Responsibilities
RECORD KEEPING: Administrative Associate ensures compliance with Head Start Performance Standards regarding record-keeping, reporting, and ongoing monitoring. This includes developing, monitoring, and maintaining program plans, policies, procedures, contracts, agreements, and information tracking systems, and participate in program planning, monitoring, and evaluation activities as well as working with the management team to develop and update user manuals for ECS information tracking and reporting systems. Maintain the UCH SharePoint Page and support maintenance of the UCH website, as requested.
Maintains archived records. Develops and maintains an inventory system of all building equipment and accessories, requisitioning supplies upon supervisor request. Monitors and keeps inventory of office equipment and supplies. Uses Microsoft Office Suite and identified ECS Division Electronic Child and Family programs and provides these systems training and support as well as typing and computer support, data entry and filing and copying to staff as requested.
PROJECTS: Support ECS team projects and annual projects such as the program Self-Assessment and the Community Assessment, involving research and analysis of community demographics, needs and social service issues and develop and provide staff training in ECS information tracking and reporting systems. Works with VT Head Start Association Collaboration Office, complete and ensure annual Statewide Longitudinal Data Study (SLDS) reports are completed and submitted to VT Agency of Education on time annually.
ELECTRONIC DATA BASES: Continue development of online child record keeping and educational systems for ECS division, including maintaining program database and child and family database information and educational database information. This includes developing, managing, and upgrading program systems for collecting, managing, and reporting child, family, and program data, and increasing efficiency and effectiveness of these systems, as well as staff training and support, and input to the program annual Training Plan for identified staff and/or family needs.
CONSULTATION AND EDUCATION: Run queries, and generate, refine, and develop Head Start content area and program reports for ECS administrators, managers, funding sources and other recipients and stakeholders. Trains staff as appropriate in software and hardware systems, including Microsoft Office, and child and family and educational electronic records systems and education systems. Provides proactive and reactive support to end users.
TECHNOLOGY: Develop and implement plans for computer/equipment needs and technology integration and provide general
computer troubleshooting, and computer skills support for ECS employees. Maintain ECS Technology Inventory.
Set up ECS Technology needs off and onsite, ie, training, meetings, etc. Work collaboratively with the UCS Information Technology department. Schedules use of Spring Great Room, and provides set up and technical
support there.
QUALITY ASSURANCE: Carries out responsibilities with timely responsiveness, high accuracy, and high attention to detail to ensure the quality of the application product, its data and its usefulness to agency and users. Must be skilled in following precise instructions and meeting deadlines and must possess abilities to prioritize and handle multiple tasks.
Using culturally and linguistically sensitive, strengths-based and family-centered approaches, works in an outcomes-oriented, team environment under the supervision of the Assistant Director of Early Childhood Services (ECS). In addition to providing clerical and support services to the Spring Center facility and staff, the Administrative Associate is responsible for carrying out the planning and organizing of technology supplies and equipment and software information management activities in cooperation and collaboration with ECS management and the needs of the division. Ensure program compliance with Office of Head Start Federal Performance Standards, VT Child Development Division Child Care Licensing regulations, as well as all other applicable regulations, best practices, and Agency and program policies and procedures.
Major Responsibilities
RECORD KEEPING: Administrative Associate ensures compliance with Head Start Performance Standards regarding record-keeping, reporting, and ongoing monitoring. This includes developing, monitoring, and maintaining program plans, policies, procedures, contracts, agreements, and information tracking systems, and participate in program planning, monitoring, and evaluation activities as well as working with the management team to develop and update user manuals for ECS information tracking and reporting systems. Maintain the UCH SharePoint Page and support maintenance of the UCH website, as requested.
Maintains archived records. Develops and maintains an inventory system of all building equipment and accessories, requisitioning supplies upon supervisor request. Monitors and keeps inventory of office equipment and supplies. Uses Microsoft Office Suite and identified ECS Division Electronic Child and Family programs and provides these systems training and support as well as typing and computer support, data entry and filing and copying to staff as requested.
PROJECTS: Support ECS team projects and annual projects such as the program Self-Assessment and the Community Assessment, involving research and analysis of community demographics, needs and social service issues and develop and provide staff training in ECS information tracking and reporting systems. Works with VT Head Start Association Collaboration Office, complete and ensure annual Statewide Longitudinal Data Study (SLDS) reports are completed and submitted to VT Agency of Education on time annually.
ELECTRONIC DATA BASES: Continue development of online child record keeping and educational systems for ECS division, including maintaining program database and child and family database information and educational database information. This includes developing, managing, and upgrading program systems for collecting, managing, and reporting child, family, and program data, and increasing efficiency and effectiveness of these systems, as well as staff training and support, and input to the program annual Training Plan for identified staff and/or family needs.
CONSULTATION AND EDUCATION: Run queries, and generate, refine, and develop Head Start content area and program reports for ECS administrators, managers, funding sources and other recipients and stakeholders. Trains staff as appropriate in software and hardware systems, including Microsoft Office, and child and family and educational electronic records systems and education systems. Provides proactive and reactive support to end users.
TECHNOLOGY: Develop and implement plans for computer/equipment needs and technology integration and provide general
computer troubleshooting, and computer skills support for ECS employees. Maintain ECS Technology Inventory.
Set up ECS Technology needs off and onsite, ie, training, meetings, etc. Work collaboratively with the UCS Information Technology department. Schedules use of Spring Great Room, and provides set up and technical
support there.
QUALITY ASSURANCE: Carries out responsibilities with timely responsiveness, high accuracy, and high attention to detail to ensure the quality of the application product, its data and its usefulness to agency and users. Must be skilled in following precise instructions and meeting deadlines and must possess abilities to prioritize and handle multiple tasks.
- In addition to the above, performs other duties as assigned.
- Proficient in Microsoft 365 Suite.
- Associate degree in computer applications, business, management, clerical, or related field, as well as 1 to 2 years of relevant work experience.
- Valid Driver's License