Position Purpose

To provide administrative and regional support to the Head Start Regional Manager (HS RM) or Early Head Start (EHS) Manager. The Regional Assistant develops and manages regional office systems to assure smooth administrative functions between sites, the Regional Office and the Central Administrative Office. This person is often the first person-to-person contact with families entering the program. Must meet requirements per Federal Head Start Performance Standards and any local, state and/or agency policies and procedures.

Essential Job Responsibilities – Performance Indicators

Administrative Support Services

  1. Perform enrollment and student registration to obtain confidential information, legal forms and documents, to provide and explain Head Start and Early Head Start policies and procedures to families.
  2. Schedule and coordinate enrollment appointments with families for registration.
  3. Create spreadsheets and forms showing data from program monitoring. Process data reports.
  4. Organize and maintain regional financial systems for regional in-kind, including full day billing needs, petty cash drawer, purchase orders, staff purchase reimbursements procedures. Prepare and present fiscal reports to Finance department upon request.
  5. Obtain confidential and critical information for data entry into various database systems including student attendance, educational, health, family services, enrollment, screening and transitional.
  6. Effectively communicate and consult with staff to ensure timely follow up on information needed for administrative staff support in order to ensure completed by deadlines.
  7. Make administrative decisions in the absence of the HS RM or EHS Manager and consult other agency managers/supervisors, as necessary and available.
  8. Provide community resources and training information to assist with the needs of students and families, as needed.
  9. Obtain, prepare, and submit office and educational supply orders for entire region; consumable and non-consumable, in accordance with monthly deadlines.
  10. Communicate with Transportation Manager to help ensure transportation in provided to students, when available. Maintain and monitor bus waiting list.
  11. Manage and organize student records for region. Compose, create and maintain the region’s student record files.
  12. Assist in program recruitment.
  13. Provide reception support and break coverage, as needed. In Regions or sites where there is not a designated receptionist, the RA will perform those duties as directed by the supervisor.
  14. EHS Regional Assistant will also provide assistance with preparation, maintenance and filing of executive level documents.
  15. Support the transition of new Regional Assistants to the position through coaching, mentoring and supporting as needed.

Regional Support

  1. Initiate contact and greet new families into the program.
  2. Schedule substitutes and assist with staffing to maintain teacher-student ratio and food service, as needed (region dependent).
  3. Provide emergency regional classroom support as substitute teacher, bus monitor or food service worker.
  4. Prepare and maintain inventory, schedule and distribute regional curriculum kits for classrooms. Upon request, acquire and distribute curriculum kits from regional office’s for classrooms.
  5. Obtain and process daily classroom attendance. Follow up on student absenteeism, as needed.
  6. As requested, prepare and create newsletters, flyers and informational bulletins, per HS RM or EHS Manager request.
  7. Prepare and distribute monthly reports, such as attendance, meal counts etc. Photocopy, collate and laminate materials as requested by HS RM or EHS Manager.
  8. Order and coordinate pickup and delivery of educational and office supplies to sites as necessary.
  9. Answer telephone systems, provide routine information, route calls, and relay accurate messages.
  10. Receive, sort, and distribute mail, messages, forms or records to their appropriate forum.
  11. Compose routine office memos, correspondence letters, labels, etc.
  12. Maintain availability for all families to contact if DST unavailable.

Regional Office Systems and Equipment

  1. Operate and ensure maintenance of office equipment: computer, copy machine, fax, calculator, phones, printers, postage machines, digital cameras. Design and maintain inventory systems for office equipment and furniture.
  2. Design and maintain office filing systems region-wide, both manual and computerized.
  3. Manage regional office filing systems for financial, enrollment, orientation, regional and administrative forms and documents
  4. Manage and maintain regional library.
  5. Maintain professional appearance and organization of regional and site office systems.

Misc. Job Responsibilities

  1. Arrange for regional, team, and RA meetings, DST staffing, etc. as requested.
  2. Attend trainings, regional meetings and community events as needed.
  3. Perform other duties as requested.

All communications are potentially sensitive and are subject to Head Start’s policy on confidentiality.

Minimum Qualifications:

  • High school diploma or GED. Job related Associate Degree preferred.
  • Thorough knowledge of general office practices, gained through at least two years full-time office/administrative experience preferably in a social service or educational setting.
  • Intermediate to advanced computer skills, Windows and Microsoft Office software, spreadsheets, database, publishing, word processing systems, internet and email. Experience with Boardmaker is preferred.
  • Excellent verbal and written communication skills are required. Bilingual English/Spanish is preferred.
  • Must have a valid Oregon Driver’s License and proof of insurance and must provide own vehicle where work related driving is required.
  • Within 30 days of employment must be Pediatric CPR & First Aid certified and have a current Food Handler’s Card.
  • Health Appraisal Questionnaire is required at hire and will be updated annually.
  • At time of hire must be currently enrolled in Child Care Division-Central Background Registry and must renew every two years

Knowledge, Skills and Abilities:

  • Accurately comprehend assignments, determine and prioritize workloads and meet strict deadlines.
  • Ability to problem solve effectively and responsibly, in compliance with Head Start policies.
  • Strong organizational skills; sustained concentration with attention to detail and accuracy.
  • Ability to communicate (verbal and written) effectively and appropriately and build rapport with clients and staff from culturally diverse backgrounds .
  • Present a professional and courteous manner at all times, both at work and in the community.
  • Frequent sitting, working at computer keyboard and desk, regular walking and standing to file and perform other office/regional functions
  • Occasional lifting of up to 25 to 50 pounds.

Position Information

  • 48 to 52 weeks per program year depending upon regional models.
  • Supervised by Head Start RM (Regional Manager) or EHS Manager.

This job description updated/edited 04/07/02, January 26, 2010, December 2012, updated to include EHS 2014, December 2019, May 2021. August 2021

This job description was last updated on 08/11/2021. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

Head Start of Lane County is an EEO Employer.
Head Start of Lane County is an Equal Employment Opportunity Employer. All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Are you able to perform all of the duties stated in the job description?

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