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Community Action Partnership of Ramsey & Washington Counties · 2 weeks ago

Administrative Assistant II - Head Start Main Office

Saint Paul, MN 55104, USA

Full-time

Onsite

Entry Level

$19.37/hr - $21.31/hr

1+ years exp

Community Action Partnership of Ramsey & Washington Counties is seeking an Administrative Assistant II for their Head Start main office. This role involves front desk reception, customer service, enrollment support, and various administrative tasks to ensure the smooth operation of the office.

CharityNon Profit

Responsibilities

Welcome and assist guests and visitors by greeting them and answering questions in a courteous, helpful manner. Direct inquiries to the appropriate staff as necessary

Support the enrollment team by responding to messages from families who are interested in applying for Head Start or who would like more information about funding sources and community resources

Assist potential Head Start families with completing the Head Start Application and ensure the application is fully completed

Manage the phone system. Answer and respond timely and appropriately to requests or inquiries. Forward phone calls to appropriate staff as necessary

Utilize database to look up basic enrollment information in order to assist families

Sign for incoming deliveries and monitor incoming and outgoing mail. Assure proper distribution to the assigned person, program or department in a timely manner

Maintain and ensure cleanliness and orderliness of the reception area and lobby on a daily basis. Keep brochure information racks and other materials fully stocked

Ensure proper sign-in procedures for visitors and staff

Provide activities to children while families are completing paperwork

Assist with inventory flow and distribution of diapers to families on designated days

Organize and maintain files

Distribute departmental communication by hand, by telephone, by fax, by email, and by internet, as necessary

Assist supervisors with special assignments

Maintain conference room calendars and reserve for staff upon request

Schedule appointments, meetings and other events. Obtain event location and refreshments. Prepare room, nametags, folders, sign-in sheets, etc

Enter data into database, such as volunteer hours and participant data surveys. Upload documents into database

Pull and prepare reports

Maintain training rosters

Monitor and order office supplies and place orders on behalf of various Head Start departments

Complete financial coding sheets for purchase orders and invoices

Maintain office equipment (i.e., copier toner and supplies). Schedule maintenance as needed

Assist all supervisors as needed with collating, labeling, envelope stuffing, etc

Copy and distribute materials. Serve as the liaison to the agency’s printing department

Assemble recruitment materials for events and orientation materials for new hires

Maintain mailbox area, labels and updates. Coordinate inter-office deliveries between main office and Head Start centers

Coordinate kitchen cleaning schedules

Protect operations by keeping information confidential

Attend staff meetings, other meetings, workshops and training sessions when appropriate

Perform other duties as assigned

To ensure compliance with program requirements, and safety of staff and clients, the ability to communicate effectively in English, both verbally and in writing is required

Qualification

Microsoft Office SuiteCustomer serviceData entryOrganizational skillsCommunication skillsProblem solvingConfidentialitySelf-starterAttention to detail

Required

Associate's degree in an administrative support field and 1 year of experience in an administrative support or customer service role, or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job

Requires strong communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents

Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint), email and internet use

Ability to coordinate completion of many high-priority projects, often simultaneously

Able to work with minimum supervision in a fast-paced environment

Ability to be a self-starter and work independently while being a member of the administrative team

Ability to maintain electronic files

Ability to effectively relate and communicate to people (including children) of varying multi-ethnic and socio-economic backgrounds

Strong organizational skills and attention to detail