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Job Vacancy

P rogram: Head Start

Location: 400 West Avenue

Position: Administrative Assistant I

Hours: 37.5/hrs / 52 wks

Salary Range: $36,962 - $46,203

Salary Grade: 10

Summary of Responsibilities:

Under the direction of the Vice President of ECS, the Administrative Assistant I role is to increase efficiency and effectiveness of Head Start/ Early Childhood Services operations, by performing a variety of administrative, clerical, customer service and quality assurance duties. This position assists in the planning, directing and management of Head Starts Administrative offices daily operations and office systems, to ensure that optimal customer service and standards are met. The Administrative Assistant I provide high-level, face-paced support, works closely with the VP of HS/ ECS, provides input in developing, prepares purchasing orders, implementing and evaluating ongoing administrative policies and procedures.

Qualifications/Education and Experience:

• Education: Associate degree preferred in Secretarial and Administrative Science, Business Administration, Human Services, or a related field. An equivalent

• combination of education (High School Diploma required) and professional experience will be considered.

• Experience: Minimum of three (3) years of work experience required in an administrative and clerical position that included office and project management responsibilities, preferably in a non-profit and community-based setting. Experience must include purchasing, inventory management, information services, planning and implementation. A minimum of two (2) years’ experience in an advanced level knowledge of secretarial/administrative functions, including data entry, typing, filing, and business administration and mathematics functions. Must be willing to attend and obtain recommended approved coursework and training and certifications which provides the required. knowledge, skills, and experience to perform or enhance the job duties. Must be able to maintain a high level of confidentiality for all items of a sensitive nature.

• Requires excellent organizational, administrative, planning, and analytical skills; requires flexibility and ability to multi-task and work in fast-paced environment; requires excellent record keeping skills and attentiveness to details; requires math aptitude and knowledge of basic math concepts; requires ability to work as part of a team as well as independently, using sound judgement with minimal supervision.

• Requires excellent communication skills, oral & written; experience in preparing, interpreting, and disseminating a variety of informational & educational materials and related communications, in reference to Head Start.

• Requires a strong level of knowledge of secretarial and administrative functions, office management, project planning, business administration functions and skills; requires experience performing general clerical duties including filing, mass mailings, copying, scheduling, data entry, equipment maintenance, etc. and front-end coverage and receptionist duties. Familiarity with usage and maintenance of standard office equipment and machines is required (i.e., copiers, telephones, etc.).

• Strong interpersonal and customer service skills are required: enthusiasm, sensitivity and respect for all consumers is required; must be able to maintain a high level of confidentiality for all items of a sensitive nature; requires experience working with staff and general public, diverse individuals, and groups from diverse backgrounds, in a variety of settings; must have experience engaging individuals at all organizational and business levels, both internal and external.

• Familiarity with standard procurement and purchasing guidelines required; should be able to interpret regulations and policies pertaining to procurement/purchasing activities; familiarity with public and grant funded purchasing guidelines and terminologies used in standard purchasing processes helpful; experience working with vendors, negotiating purchasing contracts and maintenance agreements and warranties, etc. helpful.

• Must be proficient with virtual meetings, Teams, Zoom, Webex, Google Meeting, or other related online meeting platforms.

• Requires proficiency in use of all Microsoft Office products; Outlook, Word, Excel, PowerPoint, etc. ability to manage program data base systems; ability to maintain consumer & vendor information as required; analyzes and interprets progress in meeting ECS service outcomes; ability to complete input and documentation in preparing reports, presentations, and announcements on Department status in meeting goals.

• Bi-lingual capabilities preferred: English/Spanish.

• Requires the physical health and physical capability to work in office setting.

• Requires a valid NYS Driver’s License, and access to reliable transportation daily.

  All employees of ABC Early Childhood Services Division must receive and maintain a full clearance from the Justice Center of New York and the Office of Children and Family Services that allows them unsupervised contact with children. Any prospective or current employee who has an indication of child abuse maltreatment or neglect, or who cannot be left unsupervised with children, will not be hired or retained.

  Please Forward Resumes/Applications to:

  Human Resources Department

  Action for a Better Community, Inc.

  400 West Ave

  Rochester, New York 14611

  (585) 325-5116

  HRDept@abcinfo.org

  Deadline for Resumes/Applications:

  Until Filled Internal Posting External Posting