Administrative Assistant - Bilingual jobs in Vineland, NJ

Job Function: To work with the Director(s) to perform administrative duties essential for the effective operation and implementation of the Head Start Program.

Principle Duties & Responsibilities

• Assist the Director(s).
• Ensure and participate in the maintenance of an organized filing system as directed by supervisor as well as identified through daily tasks.
• Answer the telephone and direct all calls to the appropriate manager with-in a timely manner.
• Works with interview team and the HR/Payroll Associate to set-up interviews and schedule Policy Council for interviews.
• With HR/Payroll Associate compiles new hire packets and other paper work related to the interview process.
• Works with Director to compile, file, and collect monthly reports and other monitoring tools.
• Provide clerical assistant for management staff as assigned by Director including typing and copying for the management staff, compose correspondence as requested.
• Process mileage for staff within their assigned region.
• Process office supply orders for centers and offices within their assigned region.
• Conducts follow-up on interviewees, including, but not limited to, Thank you, but no thank you letters.
• Ensure that all incoming mail is logged in and distributed through the inner-office mail system. Deliver faxes to appropriate managers. Ensure outgoing mail is ready for daily pick-up.
• Assist with tracking/ follow-up of program goals including mini-grants administered by the Director.
• Assist with tracking documents related to licensing, coordinating activities with the Director and Administrative Coordinator.
• Maintain morning report regarding staff vacancies/absences as well as child enrollment/attendance.
• Works with Administrative Coordinator to manage ordering of office supplies for centers and offices.
• Assist with monitoring CWEP & JTPA workers recruited to work with Director on special projects, including training needed to perform clerical duties, as assigned.
• Input CSST intake forms collected from centers (assigned to Director of Operations).
• Complete eligibility record forms and files CACFP forms (assigned to Director of Program Services).
• Work with the Training Associate and their assigned Director, and management to set up regional inservice trainings.
• Other duties deemed by management staff.

Requirements

• High school Diploma.
• One (1) year prior experience working in an office setting.
• Knowledge of office equipment and machines.
• Ability to type reports and documents as necessary.
• Knowledge & ability to use the computer.
• Ensure that confidentiality is maintained at all times.

7. Ability to greet the public courteously and relate positively to both the public and staff.

• Ability to maintain clerical records and prepare reports from varied statistical information.
• Knowledge of Business English, Spelling, and typing procedures.