General Description

Provides administrative, programmatic, and fiscal assistance to the early childhood services team, including coordinators, specialists, teachers, and instructional assistants, regarding the administration of the Head Start grant. Performs a variety of moderately complex work within established procedures and standard practices. Some specialized knowledge of Head Start policies and procedures is required. Work is performed under general supervision without specific instruction, requires frequent coordination with others at all organizational levels within and outside the school and may require handling of sensitive information or dealing tactfully with the public. Considerable judgment is required.

Essential Job Functions

• Performs fiscal, secretarial and administrative work required to ensure the efficient operation of the Head Start Program. Maintains and enters all staff time and attendance for Head Start (central office) staff. Maintains filing system, composes correspondence; prepares travel and training requests, orders supplies and schedules appointments. Maintains an equipment and supply inventory for Head Start office and classrooms. Assists Early Childhood Services Coordinator with trainings, guidance documents, and other duties associated with program coordination and compliance.
  
• Performs grant bookkeeping/accounting functions for the Head Start program. Maintains a computer database of budget allocations and expenditures and maintains all Head Start financial records. Prepares purchase requisitions; contacts vendors for pricing, anticipated delivery, and terms. Processes all invoices for payment, ensuring proper documentation, coding and approval signatures to meet federal, state, and local purchasing policies, prior to submission to finance department and accounts payable. Provides checks and balances and account reconciliation for documentation and expenditures related to travel expenses made utilizing Head Start funds. Balances and maintains the activity funds account for Head Start's parent Policy Council, writes checks, reconciles bank statements on a monthly basis, and prepares reports of monthly transactions for the finance department following standard accounting procedures. Provides status reports to the coordinator regarding availability of funds. Works within and between various platforms for accounting, budgeting and reporting, including but not limited to OneSolution, Synergy, Microsoft Word, Microsoft Excel, and multiple Google applications. Knowledge of these procedures is crucial in order to adhere to proper procedures.
  
• Assists with Head Start budget and grant preparation. Prepares application, certifications and narratives and sets up expenditures by category. Participates in grant self-assessment by surveying, gathering data and answering questions related to the strengths and weaknesses of the program. Serves as point of contact with Grants Manager in the Finance Department regarding grant funding.
  
• Serves as a point of contact for Head Start school administrators and office managers regarding fiscal and programmatic allowability under Head Start. Provides guidance and assistance to school and division staff regarding Head Start expenditures and related policies and procedures to meet federal, state, and local regulations.
  
• Serves as central information point to public, students and faculty regarding matters relating to Head Start operations, policies and procedures. Screens visitors, receives all incoming telephone calls taking messages as required and processes all incoming mail. Responds to inquiries that do not require the supervisor's attention. Obtains and provides information requested from within and outside the organization. Maintains good rapport with public, students, staff, parents and other departments.
  
• Prepares reports/furnishes information requested from within and outside the division, including - but not limited to - the federal Head Start Program and USDA. Prepares documentation for internal/external audits including federal program monitoring.
  
• Sets up and prepares for workshops and other training conducted by office staff, which includes the registration process, obtaining proper materials, locating equipment, and securing appropriate space.
  
• Responsible for the organization and coordination of all correspondence related to application events, including - but not limited to - advertising materials, forms and documents, letters regarding application status, and mailings, as well as working each application event. Responsible for the maintenance of an accurate application database, appropriate recordkeeping, and maintenance of confidentiality of sensitive information received.
  
• Assists with summer registration of Head Start students. Prepares and distributes mailings for parents of prospective students. Reviews registration materials against established guidelines and informs if requirements for admission to the program are not met or if additional information is required.
  
• Attends training sessions, workshops, and/or seminars to stay informed of current and revised policies and procedures; ensures related policy and procedure manuals are up-to-date. Keeps abreast of computer programs and policy or procedural changes as they relate to the Head Start Program. Performs other related duties as assigned.
  
• Serves as primary point of contact for administration of USDA food grant, including developing menus, coordinating with school-based staff, ordering food/snack items, and conducting audits of Head Start classrooms to ensure compliance.
  
• Performs other duties as assigned.
  

Qualifications

Considerable knowledge of office operations and procedures; general bookkeeping principles, grant processes, business English and mathematics, and office equipment to include manual and automated filing systems. Demonstrated ability to perform a variety of secretarial duties for one or more professionals; to exercise judgment, to interpret and apply policies and procedures, and to work effectively with all levels of the school or department. Working knowledge of school programs and regulations. Some knowledge of Head Start program policies. Skill in the use of a personal computer, utilizing word processing, spreadsheet and database software. Demonstrated ability to compose correspondence, assemble data and prepare reports. Demonstrated ability to communicate effectively both orally and in writing.

Requirements

Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities. A minimum of 5 years experience working in an office environment preferred.

Requirements

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation
• State Police Criminal History Investigation
• Child Protective Services ( CPS) Investigation
• Tuberculosis Screening/Test