Position Purpose:  This position performs all duties as required for the smooth operation of an office and other duties, including greeting visitors, answering the telephone, taking and distributing messages, picking up and distributing mail, typing, word processing, faxing, and other clerical duties.

 

• Answers telephones in a courteous, helpful manner at all times and takes messages or forwards calls as appropriate.

• Greets public and visitors, notifying individuals of visitors presenting for meetings and interviews.

• Opens and distributes incoming mail to appropriate individuals.  Prepares outgoing mail.

• Responsible for faxing out and receiving faxes, distributing and/or notifying individuals of faxes in a prompt manner.

• Follows procedures for general office systems, such as office building security, telephone answering and messaging, faxing, etc.

• Follows system for maintenance of:

• program forms,

• office machines, computers, fax, copy machines, office furniture,

• office supplies, and

• general office upkeep and organization.

• Supports other office staff in the preparation, reproduction, distribution, and recording of meeting agendas, minutes, reports, and other information.  

• Assist with meeting logistics, such as child care arrangements, snacks, and room set-up.

• Provides logistics and materials preparation support for staff meetings, training, and other events.

• Regular and predictable attendance is a requirement of the job

• Ability to communicate both written and oral.

• Ability to follow directions from both written and oral instructions.

• Ability to communicate with families and children in a positive and helpful manner.

• Attends all workshops and meetings as deemed necessary by the immediate supervisor.

 

• Understand and implement all required policies and procedures related to the active supervision of children at all times, including:

o Observation of the environment evaluating that children have a place to play and they can be observed and listened at all times.

o Continuously scan & count for children under care and report accurate numbers when asked.

o Listen to children at all times to identify potential danger, like specific sounds or the lack of any sound that may trigger an action.

o Develop knowledge of the children under care to anticipate their behavior, perform wellness checks, and be proactive and avoid putting children in danger.

• Collaborates with the Bus Driver in teaching children the correct safety procedures for boarding and exiting a bus as well as the danger zones around the vehicle.

• Checks independently from the bus driver that the bus is empty at the end of each run and that all children are accounted for.

• Interacts with children throughout their time on the bus to extend and reinforce classroom learning.

• Ensure that indoor and outdoor equipment and facilities are clean and do not present any hazards.

• Ensure that classrooms and centers are equipped with safety supplies that are readily accessible to staff.

• Requires a high school diploma or G.E.D. High school diploma or G.E.D. with one year of receptionist experience is preferred. 

• Word processing skills of at least 40 words per minute, and some knowledge of Microsoft Office (Word, Excel) preferred. 

• Ability to represent Head Start/Early Head Start positively to the community and with parents at all times.

• Must have the ability to manage numerous tasks, possess good organizational skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment.

• May be required to occasionally lift typical office items, including small pieces of furniture, boxes, etc.

• Work is typically performed in an office setting.

• Work requires the use of computers with exposure to video display, the need to work in a sitting position in front of a computer for extended periods of time.

• Some exposure to communicable diseases.

• Noise level in the work environment may be moderate to loud.

• Travel by car, bus, airplane or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of state and in some cases where some overnight travel may be required.  

• Local travel in the middle of the workday will be require 

• For the above as well as site visits and home visits.