Position Type: General/Application for Employment
Date Posted: 1/3/2025
Location: Millwood Early Childhood Academy
(High-Needs School)
Date Available: 01/13/2025
Title: Administrative Assistant Reports To: Site Director Site Location: Millwood Early Childhood Center Classification:Starting Salary: Hourly Length of Duties: Job Responsibilities The Administrative Assistant will initiate and coordinate the administrative functions necessary to run an organization efficiently while implementing administrative policies and procedures according to Head Start Performance standards and other regulating entities.
All employees and volunteers are expected to be sensitive to our clients' cultural and socio- economic characteristics, reflect Millwood Public Schools core values and to perform at standards of excellence at all times.
Skills,Knowledge and Abilities - Caring and compassionate attitude when interacting with children and families.
- Excellent command of English language and grammar, both verbal and written.
- Good organizational and time management skills
- Able to work independently and collaboratively in a team environment.
- Proficient knowledge of computer operations and applications including Google, and the ability to master other computer technology/software programs as needed.
- Able to exercise independent judgement based upon program policies and regulations.
- Able to communicate in a professional manner, demonstrating dignity, respect for our internal, external and community members.
- Process, protect and exercise discretion in handling confidential information and materials.
- Sustained concentration to detail and accuracy, along with the ability to prioritize workload.
- Willingness to work some evenings and weekends as required by the job.
Essential Functions - Create a warm, welcoming, and professional environment for all as the first point of contact.
- Assist in coordinating the activities involved in program planning, goals, and objectives.
- Oversee implementation of effective and efficient office management systems and processes.
- Compile and organize information for use by staff in the completion of reports and special projects.
- Maintain daily positive interactions with caregivers and children, using a customer service-based approach.
- Perform daily clerical duties, including answering and screening telephone calls, taking messages, copying and collating, and scheduling, setting up and attending meetings as assigned, taking/transcribing minutes.
- Effectively prioritize delegated projects to accomplish tasks within specified timeframe at a high level of quality and confidentiality. Design and edit drafts of correspondence, reports, forms, charts, memos, and other documents, as needed.
- Attend Early Childhood Services staff meetings and training as required.
- Employee will help with breaks as needed.
- Ensure timely records maintenance and reports are pulled accurately and promptly.
- Perform data entry and updating for on-going projects, including but not limited to Excel spreadsheets, daily records, annual reports, etc.
- Maintain professional integrity, exemplifying the values of, and expected within, the program while promoting the mission of the organization.
- Promote culturally sensitive practice.
- Travel locally as required in performance of responsibilities.
- Perform other appropriate and related responsibilities as assigned by the School Director, or Superintendent.
- Education High School Diploma or equivalent
Experience: One (1) year experience with office administration
Preferred: - Knowledge and understanding of OKDHS Standards
- Advanced computer databank and Microsoft Office software skills
- Bilingual Spanish/English speaking ability to interact with children and families from multilingual homes.
- Assist in the coordination between all program service teams in order to meet federal and local goals and objectives in a timely manner.
- Work on assignments that are moderately complex in nature where judgment and analysis are required in resolving problems and making recommendations.
- Ensure that all details of a task are completed thoroughly.
- Maintain clear communication with staff and clients with a consistent positive demeanor and attitude.
- Respect the confidential and sensitive nature of the information handled/processed/shared.
- Effectively utilize and understand OKDHS guidelines, and any other information-capturing systems necessary, to document on-going Disabilities referrals and services for children enrolled in the program.