Head Start Admin Specialist

Head Start is a comprehensive child development program for children ages 3 – 5. Head Start provides social, emotional, health and nutrition services for income-eligible families. Head Start encourages the role of parents as their child's first and most important teacher and builds relationships with families that support positive parent-child relationships, family well-being, and community connections.

Full time (35 hours per week) Full Year/Non-exempt Reports to: Head Start Director - Updated: 4/27/2021

General Statement of Duties:

The person in this position will provide clerical support for the COI Head Start Program and the Policy Council, including light bookkeeping, word processing, spreadsheet creation & use, overseeing an online data base, filing, faxing, copying, answering telephones and operating other office equipment as needed, as well as assisting customers.

Essential education and experience:

  • Associate’s degree in Secretarial Science or related field with one year of experience as a Secretary or Administrative Assistant, OR

  • High School Diploma/GED and two - three years of experience as a Secretary or Administrative Assistant

    Essential skills, abilities and characteristics:

  • Able to work independently and with a team

  • Able to maintain a professional and courteous attitude under stress of work demands

  • Able to work with culturally diverse families and those with low income

  • Able to handle multiple tasks

  • Intermediate/Advanced knowledge of Microsoft Office Programs/Applications

  • Good verbal and written communication skills

  • Good organizational skills

    Licenses or certifications required for this position:

• Clean, valid, New York State driver’s license

Other requirements, following an offer of employment:

• The candidate will be subject to a New York and FBI Criminal History Check, an inquiry with the NY Statewide Central Register of Child Abuse and Maltreatment and the NYS Justice Center for the Protection of People with Special Needs, and a medical fitness for duty examination.

Illustrative examples of work – additional duties may be assigned

Word Processing Duties – Microsoft Word

  • Use and create a variety of templates, tables, merges, manage table data, sort to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements.

  • Participate in the design, production, editing and distribution of forms and written program policies & procedures

  • Produce parent and staff calendars, parent and Policy Council handbooks, newsletters, bulletins and certificates of accomplishment.

Spreadsheet Processing Duties – Excel

  • Work with multiple worksheets, filter data, use formulas.

  • Process and file paper and electronic vouchers

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  • Maintain accurate records of all Head Start vehicles, repairs maintenance and assignments

  • Maintain a current inventory of all Head Start materials, furniture and equipment

  • Monitor, purchase, organize and dispense office supplies, following agency procurement procedures, as needed

  • Compile, summarize and submit to the Head Start Director documentation of Non-Federal Share contributions

    monthly

    Data Management Duties

  • Oversee the program’s on-line enrollment data base, including yearly set up of program parameters, data entry

  • Provide technical support to others who enter or review data from the on line data collection system

  • Set up paper/electronic files for Head Start enrolled children

    Staff Support Duties

    • Be a resource to Head Start program staff for initial trouble shooting and basic operation of computers, printers and other electronic devices

    • Provide staff support to Policy Council including organizing and mailing meeting packets, attend monthly evening meetings and assist with attendance and recording the minutes.

    • Provide backup coverage as needed for the COI reception area, including greeting customers, answering multi line phone system, directing callers to the right person and accurately relaying messages

    • Attend trainings and meetings as required

    • Deliver services in accordance with Head Start Performance Standards, mission statement. policies and

      procedures

    • Perform other duties as assigned by COI-Head Start Director or COI Executive Director

      Physical Demands:

      • Required to reach to secure files, reports, folders, etc. required to complete tasks

      • Required to use finger-writing implements both manual and electronic

      • Required to sit for long periods of time

      • Required to speak clearly in person and by telephone

      • Required to talk in person and by telephone to obtain and interpret detailed information

        Environmental Conditions:

        • May be exposed to weather conditions

        • May be exposed to children and adults with contagious illnesses

        • Work in an enclosed area

          All staff are expected to work together as a team to ensure that agency goals and objectives are met. All COI employees must also comply with all program specific and COI policies.

Following an offer of employment, all Head Start employees are subject to inquiry with the New York State Central Register of Child Abuse and Maltreatment and a New York State Criminal History Check with finger printing.

Please submit cover letter and resume to Gail Paone, Director of Operations, 540 Columbia Street, Hudson, NY  12534.

Note: All job descriptions are subject to revision.

Columbia Opportunities, Inc. (COI) values diversity, equity and inclusion in our workplace. COI is committed to equal employment opportunity and non-discrimination in employment for all qualified persons without regard to age, race, creed, color, religion, sex, sexual orientation, gender identity or expression, marital or familial status, national origin, citizenship, ancestry, arrest record, veteran status, military status, predisposing genetic characteristics/genetic information or carrier status, disability, domestic violence victim status, reproductive health decision making, ethnic group identification, ethnic background, traits historically associated with race, or any other protected trait under federal, state or local law.