Administrative Assistant to the Chief Operating Officer

Position Purpose Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Essential

Duties and Responsibilities

Clerical Handle requests for information and data Prepare and modify documents including correspondence, reports, drafts, memos and emails Schedule and coordinate meetings and appointments for Manager/Director Coordinate preparation of materials, and ensure scheduling of sufficient preparation and travel time record, compile, transcribe and distribute minutes of meetings Open, sort and distribute incoming correspondence Maintain office supply inventories Prepare and coordinate mail, faxes, and express packages. Provide filing systems for all correspondence, reports, records, etc. Takes minutes at meetings, transcribe minutes and distribute to relevant personnel. Answer telephone and gives information to callers, screens in-coming calls to Manager/Director Perform photocopying and other production services. Any person who suspects child abuse or neglect is required to report suspicions to the appropriate agency (as defined below) within 48 hours after the abuse or neglect is first suspected.[1] Communication Demonstrates respect for others by sharing information objectively and non-judgmentally and adjusting verbal and written communication strategies for different audiences. Promotes a unified approach to sharing child information with families by engaging in joint planning with teachers and other specialists to prepare for home visits and other family contacts. Ensures that own communication is easily understood by speaking and writing clearly and using standard grammar and spelling. Professionalism Assure confidentiality of all program information and family and staff confidentiality by limiting conversation about them and accessibility to their records. Maintain professional boundaries in relationship to staff and families. Complete all required paperwork and reports by assigned deadlines. Comply with Child Inc. Personnel Policies and Procedures, and with Standards of Conduct. Cooperates with supervisors, support staff and community resource partners. Complies with Child Inc. Policies and Procedures, TDFPS guidelines and Head Start Performance Standards. Personal and Professional Development Attend and participate in weekly team meetings, all pre-service, in-service, and any other training deemed necessary by the Executive Director. Further professional growth by seeking feedback, reflecting on and assessing own practice, and taking opportunities to improve skill and knowledge. Attends workshops and keeps informed on new trends in the field of early childhood. In addition to all other duties, every Child Inc. employee, consultant, contractor and volunteer has the primary responsibility for the health and safety of all children. Translation Will provide clear and accurate translation, both spoken and verbal, from Spanish to English or English to Spanish. Perform other duties as assigned. General