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Job: Administrative Assistant/Receptionist (HNS/Education)

Active since 17-04-2018 Job category Administration: Data entry
Location Provo, Utah Level Entry level / Graduate
Educational level GCSE / A-Level / Highscho... Employment type -
Hours 40 Salary Full-time, $13.00 per hour
Date Posted: 4-17-2018
End Date: When filled


Position is full-time 234 days (and may be combined with the ECDSD Administrative Assistant with 234 days and 12 paid Holiday for full-time); a typical work week Monday - Friday with an expectation of no more than 40 hours week (full-time). For weeks with less than five working days, daily hours only apply.


Provides administrative support services to the Health & Nutrition Services Director, performing routine clerical and administrative functions such as data entry, filing, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files. Performs other support activities to assist service area staff involved in the development, implementation, and management of programs and policies and ensures services support the agency’s school readiness plan.

• Must have a high school diploma or equivalency.
• Must have at least one-year experience as a Secretary or related position preferably in a medical setting.

• Must be bi-lingual in English/Spanish

• Prior Head Start experience is preferred.

• Must be able to type at least 40 words per minute.

• Must have at least intermediate skills in using the computer.

• Should be flexible, willing and able to accept new job assignments without hesitation.

• Should have a working knowledge of office equipment including copy machines.

• Must have highly developed organizational skills.

• Must be willing to follow specific instruction from a number of people in a timely manner.

• Demonstrate effective written and oral communication skills.

• Ability to manage multiple tasks and to develop solutions to problems with limited supervision.

• Ability to write and speak the English language in a proficient and professional manner to
meet requirements of the job.

• Ability to establish and maintain effective working relationships with staff, community groups, and other related agencies and people.

1. Provides administrative support to the Health and Nutrition Services Director, Health and Nutrition Services Coordinators and Health Specialists in implementing the goals and objectives of the service area:

• Immunizations:
   o Enters information into Child Plus as records are received
   o Calls parents regarding missing immunizations
   o Fills out required State Immunization Record (pink card)

• Physical & Dental Exams and follow up:
   o Sends requests to medical and dental offices
   o Enters results exams into Child Plus as they are received
   o Scans records to Health Specialists

• Child Health Plans, Special Meal Plans, Authorization to Administer Medication:
   o Calls parents regarding the need and implementation of such plans
   o Requests supporting documents
   o Scans plans to HS’s

• Translation:
   o Assists with calls from HNSD, HSC, NSC regarding all aspects of the HNS program services
   o Translates or proofreads translations of letter to parents regarding HNS related services and needs

• Mailings: copies, prepares labels and sends out HNS related mailings including those related to enrollment, deadlines and surveys

• First Aid and CPR:
   o Tracks inventories as turned in every 2 months
   o Restocks inventories
   o Tracks expiration dates of supplies in kits including epi-pens
   o Checks in and distributes CPR cards

• Tracks health supplies and orders regarding:
   o Hearing - tips, paper, calibration
   o Vision – SPOT updates, VSP vouchers
   o HCT – microcuvettes, lancets, bandages, alcohol wipes, gauze, batteries
   o Blood Lead – Lead Care II kits, bandages, alcohol wipes, gauze, sharps containers
   o Urinalysis test strips
   o Gloves and sharps containers
   o Stickers and rewards for participating in procedures

• MOU’s: assists with tracking and participating partners lists including current Medicaid providers

• General Health & Nutrition. Under the Direction of the HNS Director, assists with:
   o Tracking follow up and retests
   o Ongoing PIR tracking
   o Parent notifications
   o Health screenings
   o File reviews
   o Self assessment
   o CACFP claim and receipts if needed
   o HSAC meetings
   o NutriKids if needed
2. Records and/or transcribes minutes of meetings and produces documents in draft or final format.
3. Provides clerical support to service area in updating service plans and service area Policies and Procedures.

4. Provides translation support, as needed.

5. Works with the Community Outreach Volunteer Coordinator to coordinate service area volunteer projects and directs volunteers and Interns. Secures completion of in-kind forms of all service area volunteer activities.

6. Maintains the vending machine at the Administrative office. Places order for food items and maintains stock.

7. Serves as the secondary reception-area staff personnel and serves as primary back-up to the reception-area Administrative Assistant during break and lunch times or when absent.

Benefits offered:
• Medical
• Dental
• Vision
• Life Insurance
• Employee Assistance Program
• 401K
• Flexible Spending Account
• Health Savings Account
• Annual leave and sick leave
• Holiday Pay

• Discount at Office Depot
• Gym Membership discounts
• Many opportunities for training
• Dental Discount



MOUNTAINLAND HEAD START, INC. is an equal opportunity employer and does not discriminate in employment actions based on race, color, religion, sex, sexual orientation, national origin, age, mental or physical disability, genetic identity, veteran status, or any other classification protected by federal, state or local law.

More information
This listing is a full-time job

Job category Administration: Data entry
Industry / Industries Education / Training
Region United States
Keywords Admin Assistant, Receptionist, Secretary

Contact information

Name Gabrielle Lybbert