KAI MING HEAD START PROGRAM
TITLE: Administrative
Assistant
Summary of duties:
MINIMAL QUALIFICATION:
- High school diploma or G.E.D.
- 2 years of experience clerical or secretarial experience
- Type at least 50 wpm
- Knowledge of database management software.
- Bilingual in English and Chinese.
- Demonstrate problem-solving skills.
- Ability to exercise independent judgment as needed.
- Professional communication skills and phone manner.
ROLES AND RESPONSIBILITIES:
1. Works closely with the administrative team and the site managers to provide clerical support in planning, scheduling, coordinating and implementation of Head Start services.
2. Projects a positive, professional and welcoming attitude to staff, clients, volunteers and community service providers.
3. Process office supply requests and dispenses to centers according to procedures. Makes recommendations and orders office supplies.
4. Process typing needs: letters, contracts, forms and generating reports.
5. Operating maintains office equipment: computers, Xerox machine, typewriter, adding machine etc. Initiate repairs when necessary.
6. Answers and directs phone calls to appropriate staff and takes accurate phone messages.
7. Dispenses program information and application forms to prospective clients.
8. Dates incoming mails daily and directs them to appropriate staff members and/ or centers.
9. Responsible for metering and posting mails.
10. Responsible for establishing and maintaining the news clipping files and bulletin boards.
11. Provides assistance to staff in using the computers.
12. Maintain purchase order log.
13. Participates in training and workshops as required.
14. Responsible for data entry of ChildPlus as needed.
15. Assist Administrative Manager with accounting and human resource functions as needed.
16. Perform other duties as assigned.
REQUIREMENTS:
- Physical exam every year.
- TB test annually.
- Finger print clearance.
- Child Abuse Index.
8/5/2002