Description

POSITION OVERVIEW

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 Sunbeam Family Services core values and to perform at standards of excellence

at all times.

ESSENTIAL FUNCTIONS

Create a warm, welcoming, and professional environment for all as the first point in Sunbeam center(s).

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.

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 the Child Plus data system, and any other information-capturing systems necessary, to document on-going Disabilities referrals and services for children enrolled in the ECS program.

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 trainings as required.

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 Child Plus, Excel spreadsheets, the annual PIR (Program Information Report), 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 supervisor, School Director, Senior Program Director, Chief Program Officer, or Chief Executive Officer.

Requirements

JOB QUALIFICATIONS

Minimally Required Preferred Education HS Diploma/GED Associate’s degree in business or related field

Skills Knowledge Abilities Caring and compassionate attitude when interacting with children and families. Excellent command of English language and grammar, both verbal and written. 

Proficient knowledge of computer operations and applications, including Microsoft, and the ability to master other computer technology/software programs as needed. Good organizational and time management skills.

Able to work independently and collaboratively in a team environment.

Able to exercise independent judgment 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 with high-risk, low-income communities. Must be able to work some evenings and weekends as required by the job. Local travel required and must have valid Oklahoma driver’s license and insurance as required by the position.

Preferred:

Associate’s degree in business or related field

Experience One (1) year of experience in office administration 

Knowledge and understanding of Child Plus Advanced computer database and Microsoft Office software skills 

Bilingual Spanish/English speaking ability to interact with children and families from multilingual homes.