**JOB DESCRIPTION
Absaroka, Inc.**
**POSITION: ADMINISTRATIVE ASSISTANT
IMMEDIATE
SUPERVISOR: ** Head Start Director
SUPERVISES: N/A
CLASSIFICATION: Non-Exempt, Salary
GENERAL SUMMARY:
Perform all duties as required by the administrative staff, and other duties as assigned relating to the administrative component, including word processing, copying, acting as receptionist and other clerical duties.
QUALIFICATIONS:
High school diploma or GED.
One (1) year experience with administrative and/or clerical duties.
REQUIREMENTS:
Successfully perform the following essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LICENSES OR CERTIFICATES:
Must have dependable, insured transportation, a valid Wyoming Driver's License and acceptable driving record.
Must pass an initial and periodic health screening and TB clearance.
KNOWLEDGE OF:
Head Start Performance Standards, Head Start Act, Absaroka, Inc. Policy and Procedures and Outcomes.
English, spelling, vocabulary, grammar, proofreading, and punctuation.
Word processing methods, techniques, and programs including spreadsheet and data base applications.
ABILITY TO:
Demonstrate strong organizational skills.
Clearly and concisely communicate, both orally and in writing.
Establish and maintain effective working relationships.
Work effectively with adults from diverse backgrounds, cultures, languages, ethnicities, experiences, abilities, and temperaments.
Conceptualize, develop, organize, and implement plans, reports, trainings, budgets, meetings, etc.
Use a computer to collect, record, retrieve data and prepare reports.
Type and enter data at a speed necessary for successful job performance.
Operate office equipment.
Respond tactfully and courteously with the public in responding to requests, inquiries, and complaints.
Plan and organize work to meet schedules and timelines.
OTHER REQUIREMENTS:
Dedicated to the goals and philosophy of Absaroka, Inc.
Possess emotional maturity, stability, and tactfulness.
Required to occasionally travel out-of-county and out-of-state.
Attend pre- and in-service trainings and other trainings as required.
Appropriate dress, appearance, personal hygiene and professionalism per Personnel Policies and Procedures.
Maintain and ensure staff and volunteers uphold confidentiality of staff, parent, child, client, community, and agency information included in files, conversations, meetings, correspondence, or any other source.
Work as a team member to support the functions and operations of Absaroka, Inc.
Must use reasonable precautions in the performance of one's duties, adhere to all applicable safety rules and practices, and act in such a manner as to assure at all times maximum safety to one's self, fellow employees, clients and children.
DUTIES AND RESPONSIBILITIES:
RECEPTIONIST DUTIES:
Maintain a professional and pleasant manner with visitors, parents, and Absaroka, Inc. staff in daily operation of administrative office.
Receive calls and visitors; answer questions and provide information; route phone calls and take messages as appropriate.
Respond to public inquiries and general complaints in a courteous manner where judgment, knowledge, and interpretation are utilized; refer to appropriate staff.
Maintain current rosters for all staff, Policy Council and Board of Directors.PURCHASING/ACCOUNTS PAYABLE/ACCOUNTS RECEIVABLE DUTIES:
Pick up and/or order approved items from local vendors (i.e. grocery store, office supply store).
Purchase approved supplies for teaching staff and home visitors as requested.
SECRETARIAL DUTIES:
Receive, open, sort, date stamp, and distribute mail to appropriate staff at the start of each business day.
Ensure signed checks and additional documentation is ready to be mailed.
Address and stamp outgoing mail and deliver mail to post office by the end of each business day.
Administer petty cash system.
Schedule and make arrangements for local trainings, cluster training, meetings, and make travel arrangements for approved out-of-town travel.
Record and @type a variety of documents including general correspondence, agendas, reports, meeting minutes, etc.
Copy and distribute completed monthly Board of Director and Policy Council packets in a timely manner, and ensure a quorum is present for the meetings.
Initiate and maintain a variety of files and records for information related to the assigned office; assist with filing as required.
Attend meetings as requested to record minutes, assist with meals, gather information, etc.
Establish and maintain all records, Minutes, meetings, correspondence, and actions taken by the Board of Directors and Policy Council.
Assist Program Directors in all aspects of program administration, as required.
Assist Administrative staff as necessary to support program operations.
Manage a system of maintenance for:
Agency vehicles
Agency keys and check-out system
Program forms
Office supplies
Office equipment
Office cleaning
OTHER DUTIES:
Perform other duties as assigned.
GENERAL PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk.
The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORKING CONDITIONS:
The worker is subject to both environmental conditions: Activities occur inside and outside. The worker is also subject to moderate exposure to extreme cold, heat and noise, chemicals and typical playground activities. The worker may be exposed to bodily fluids and infectious diseases.
Approved by Absaroka, Inc. Policy Council: 5/19/20 Approved by Absaroka, Inc. Board: 5/19/20
