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Job: Executive Assistant

Active since 14-11-2017 Job category Administration: Finance
Location Provo (Full-time) Level Entry level / Graduate
Educational level Vocational / Diploma / As... Employment type -
Hours 40 Salary $16.75 per hour
End Date: When Filled

Position is full-time, 234 days; a typical workweek is Monday - Friday with an expectation of no more than 40 hours per week. For weeks with less than five working days, daily hours only apply. Must be able to work until 8:30 p.m. one night a month to attend Policy Council.

POSITION SUMMARY:

Assists the Executive Director and Fiscal Officer in the administration, coordination and implementation of the Head Start Program Performance Standards and other Federal regulations and ensures services support the agency’s school readiness plan. Provides a variety of support services such as scheduling; directing correspondence on the Executive Director’s and Fiscal Officer’s behalf; coordinates all staff out-of-state and in-state travel plans; provides other administrative support functions; coordinates with staff who will attend events, and attends to other financial matters. Job duties are exclusively in support of the Executive Director and Fiscal Officer.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Assist the Executive Director in providing administrative support:

• Responsible for the meeting preparations for the Board of Directors, Policy Council, and designated staff meetings.
• Assists the Executive Director and other staff in developing effective management systems for the operation of Head Start.
• Screens and responds to inquiries and administrative problems brought by staff members.
• Researches the nature of inquiries and determines which matters must be handled by the Executive Director versus those that can be handled by other staff.
• Assists the Executive Director by receiving calls and/or greeting visitors, taking and relaying messages, responding to requests for information; providing information or directing caller/visitor to appropriate individual(s).

2. Writes or drafts correspondence, reports, documents and/or other written materials as directed.

• Prepares and/or processes documents; reviews for accuracy and completeness; updates information and/or evaluates against policy; compares elements for consistency or logical relationships, etc.
• Formulates written communication or reports containing sensitive and confidential information.
• Maintains and/or creates files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
• Copies, scans and collates documents, sends faxes and performs similar office tasks.
3. Organizes meetings, conferences, or workshops: arranges facility and equipment reservations, speakers, meals, travel, etc.

• Arranges conferences and meetings. Assists with agenda development, notifies participants, arranges luncheons, ensures proper seating, and handles all associated details.
• Attends meetings and records, transcribes and distributes minutes in a draft or final format, in an accurate and timely manner.
• Makes training and conference travel arrangements (airline, hotel, per diem, etc.) and reservations for workshops, etc. and ensure travel is pre-approved.

4. Maintains confidentiality of all program and financial related information.

5. Supports financial services operations generally as needed.

• Assists with payroll and accounts payable (AP), reviewing checks and filing AP.
• Assists with budget management by preparing in-kind budget reports
• Facilitates separation of duties by serving as a back up and assisting Fiscal Officer and Staff Accountant with check runs and drawdowns on Federal Cash Management system.
• Serves as a backup for inventory system.

6. Maintains accurate filing system.

• Ensures records are archived by federal requirements.

7. Assists in the orientating and training of staff on Mountainland Head Start, Inc.'s fiscal policies and procedures.

8. Has major responsibility for accounting for all incoming in-kind forms assisting the Fiscal Officer in the accounting of the nonfederal match including:

• Receiving and tracking all in-kind forms.
• Checking for accuracy, reasonableness and allowability.
• Differencing between donations and in-kind hours for community volunteers, interns, PC and Board members and others.
• Acting as the administrator for HelpCounter.
• Processing school-to home forms.
• Verifying and calculating in-kind on a monthly basis, tracking parent and community volunteer hours and preparing pertinent reports.

9. Assists the Executive Director in:

a. Tracking agency projects utilizing Microsoft Project and/or other software.
b. Determining the best use of agency donations and tracking their eventual use in coordination with the Community Outreach and Volunteer Coordinator and the Family and Community Services Coordinator.
c. Entering Head Start grant data into the HSES system.
d. Entering PIR data into the Head Start Enterprise System under the direction of the Executive Director.

10. Completes balance of Policy Council petty cash box upon request from Fiscal Officer.

• Requests petty cash to prepare monthly Policy Council request for mileage and childcare reimbursement. Reconciles report after each meeting.

11. Collaborates with other service areas to ensure seamless services to children and families and ensures we are staying true to our mission and vision. Attends and participates in staff and parent training sessions, as directed, i.e. pre-service, orientations, in-service training meetings and other agency activities as required.

12. Supports the achievement of in-kind goals by actively participating in the solicitation of in-kind services and donations to the Head Start program including, but not limited to, encouraging community members and organizational contacts to volunteer, provide donations of professional services, supplies, and anything else needed to support the Head Start program.

13. Demonstrates understanding of the child abuse/neglect. Reports suspected child abuse to the Family & Community Services Director.
14. Expected to provide temporary assistance in the classrooms to meet minimum child to staff ratios, or to ensure the safety of children, in the absence of sufficient Education and Child Development Service Area staff. Staff from any service area working or present at a center when the need arises will be called upon first, with Administrative Office staff being utilized if insufficient staff is present on site.
15. Expected to assist the agency in maintaining safe and healthy environments for children and staff by immediately reporting health and safety risks/concerns or potential concerns to a leadership staff member and/or via our internal work order system and follow up with appropriate staff in not addressed in a timely or appropriate manner.
16. Other job-related duties as assigned and as may be necessary to carry out the responsibilities of this position.

QUALIFICATIONS:


• Must have a minimum of an Associate’s Degree in business or office administration plus two years of high-level administrative support experience related to the stated tasks or an equivalent combination of education and experience as determined be the agency. A bachelor’s degree is desirable.

• Prior Head Start or non-profit experience is a plus.


KNOWLEDGE/SKILLS/ABILITIES:

• Must demonstrate excellence in communication skills, both oral and particularly written skills to succeed in preparing written professional reports.

• Energetic, self-starter with analytical skills and the ability to apply logic to draw conclusions.

• Keen attention to detail and mathematically inclined.

• Excellent command of Microsoft applications, particularly Excel.

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

• Must have a sense of urgency and ability to work well under stress and meet ongoing and last-minute deadlines.

• Ability to read, analyze and interpret procedures and government regulations in subjects relevant to position.

• 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, Policy Council, Board members, community groups, and other related agencies and people.

More information
This listing is a full-time job

Job category Administration: Finance
Industry / Industries Education / Training
Region United States
Keywords Executive Assistant, Assistant

Contact information

Name Matthew Jensen

Location

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