Position: Assistant to Education Site Supervisor (2 Positions)
Hours: 30 hours/week, full year
Location: Hampshire County (Amherst and Northampton)
Supervisor: Education Site Supervisor
Provide overall and varied administrative assistance to the Supervisor of a large Child Care and Head Start site, ensuring smooth daily operations.
? Provide ongoing administrative support to the Education Site Supervisor (ESS) at the site including scheduling, record keeping, taking minutes, writing letters/emails, copying/faxing/scanning and making phone calls and other tasks as assigned
? Act as primary phone and door entry reception for site, order building maintenance and office supplies; manage time and effort reporting forms. Call families to verify child attendance when children do not arrive at school as scheduled
? Manage/maintain aspects of EEC licensing, including child and staff checklists and files, NAEYC accreditation, and writing reports for regulatory agencies. Maintain emergency preparedness systems and become familiar with all regulatory aspects
? Arrange staff scheduling/time off, substitutes and staffing ratios
? Assist with electronic and paper file organization, including utilizing systems for updating off site master files, provide continued monitoring of systems
? Assist with regulatory systems implementation such as scheduling safety checks, fire drills, entering work orders into facilities database, and ongoing review of required documentation
? Assist staff and trainers with IT support regarding equipment set up, copy/fax/printing troubleshooting, within site
? Become familiar with Agency services and Head Start, Early Head Start, EEC, & NAEYC regulations
? Other duties as assigned
Must be exceptionally organized and able to prioritize tasks, take initiative, be flexible, and be able to work both collaboratively and independently in a fast-paced environment. Must demonstrate sound professional judgment and discretion, with excellent problem solving and oral, written and interpersonal communication skills. Must demonstrate proficiency with Microsoft Office (Word, Excel and Publisher). High School Diploma and 2 years related experience; Associate’s Degree (in Business Administration, Management, or Education) and familiarity with early childhood settings preferred. Must display cultural competence and be sensitive to the needs of families with lower incomes. Must maintain good in-house relationships with all other staff members and adhere to all agency confidentiality policies and standards of conduct. Upon employment, submit evidence of physical exam within the past year, plus verification of MMR and TB risk assessment. Submit subsequent documentation of physical exam every 2 years.
Physical Demands and Work Environment
The physical demands and work environment described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is frequently required to sit, stand, walk, talk, use a keyboard and climb stairs. The employee must occasionally lift and/or move up to 20 pounds. The employee must have the ability to drive a personal vehicle and program vehicles, as needed. The work environment is primarily an indoor office environment, but the employee will spend some time in the classroom. The noise level in the office is usually quiet. The noise and activity level in the classroom may be moderately high. There is occasional exposure to outdoor weather.
This list of responsibilities is not meant to be all-inclusive and may be adjusted to meet the operational needs of the agency. Employment is contingent upon the following: a satisfactory Background Record Check (BRC) which includes Criminal Offender Record (C.O.R.I.), Department of Children and Families (DCF) background check and effective September 1, 2013 a Sex Offender Registry Information (SORI) and fingerprinting-based national and state criminal history check. BRC and fingerprinting-based national and state criminal history check is to be completed every three years. In addition, employment is contingent on evidence of physical exam within the past year, plus verification of MMRs. Documentation of subsequent physical exams must be submitted every 2 years.