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Administrative Assistant I Head Start

Carson City, United States

Position Title

Administrative Assistant I Head Start

Job Type

Full-Time

Classification

Non-Exempt

Grade

NE8 (13.49 - 18.88)

Department

Head Start

Supervisor

Position Summary

Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Performs clerical duties as needed. Maintains confidentiality of all privileged information.
Minimum Qualifications
  • High School Diploma or GED and two years administrative or secretarial experience.

  • Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty (30) days of employment.

  • Must be able to be insurable by the Tribe’s Driving Policy.

  • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

  • Preference will be given to Qualified Native American Indians.

Essential Duties & Responsibilities
  • Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

  • Screens incoming calls and correspondence; exercises judgment and responds accordingly.

  • Records and delivers messages or transfers calls to voice mail when appropriate.

  • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.

  • Prepares program flyers and promotional materials as directed.

  • Assists with the scheduling of facilities, travel and activities as directed.

  • Maintains financial records; processes accounts payable, purchasing and travel documents.

  • Prepares correspondence, reports, minutes, agendas, memos, forms, directories, and other documents and communications from drafts or verbal instruction as requested.

  • Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.

  • Maintains, updates and communicates schedules and calendars for appropriate personnel.

  • Promotes positive image for Head Start.

  • Assists in the compilation of data and information as requested by staff.

  • Assists with keeping accurate program records and helps establish and implement written procedures.

  • Assists with on-site activities, including updating children’s files, to ensure Performance Standards are being met.

  • Provides staff support for staff, program parents, Policy Council members and designated committees.

  • Coordinates program activities as requested.

  • Assists in communication between parents and program staff.

  • Prepares and issues receipts for payments.

  • Establishes and maintains an effective filing and retrieval system.

  • Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.

  • Photocopies, collates, distributes, and files documents.

  • Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

  • Maintains inventory of office supplies.

  • Maintains a log for vendor expense.

  • Receives, sorts, logs, and routes mail.

  • Attends meetings and takes minutes as requested.

  • Performs program errands for the Administrator as needed.

  • Performs other duties as required.

Knowledge, Abilities, Skills, and Certifications
  • Knowledge of modern office practices, procedures, and equipment.

  • Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

  • Knowledge of records management and basic accounting procedures.

  • Knowledge of or ability to learn Child Plus computer programs.

  • Ability to communicate effectively in the English language both verbally and in writing.

  • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

  • Ability to represent the organization in a professional manner, building respect and confidence.

  • Ability to maintain confidentiality.

  • Ability to handle multiple tasks and meet deadlines in stressful situations.

  • Ability to carry out instructions furnished in verbal or written format.

  • Ability to work independently with minimal supervision.

  • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands
  • While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl; and drive a motor vehicle to various Head Start sites, meetings, trainings and conferences. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment
  • Work is generally performed in an office setting with a moderate noise level.

  • The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

  • Negative alcohol and drug screen

  • Meet requirements of Public Law 101-630

  • Obtain or possess a valid driver’s license for either the state of Nevada or California within 30 days

  • Must be insurable under the Washoe Tribe’s driving policy