SUMMARY: The Head Start/Early Head Start Office Support Specialist serves as an Administrative Assistant to a Department Director, Administrative Manager, or Child Development Services Manager or supervisor. Work is performed under the general direction of the Director, or the Manager or Supervisor. Performs a wide variety of secretarial duties some of which involve data entry and maintenance of records which are of a confidential nature. ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following: - Assists the assigned supervisor in the office by making appointments; answering inquiries; receiving incoming calls and callers; referring them to the proper personnel; and taking messages.
- Maintains confidential files, including correspondence, memoranda, reports, and other pertinent information.
- Examines and verifies source information to insure data is entered accurately and completely.
- Inputs reports, business correspondence, minutes, forms, and other written materials using word processor.
- Greets visitors and screens telephone calls; and receives, reads and routes incoming mail.
- Takes notes at meetings, conferences and training sessions, and types correspondence, reports, and other written material for appropriate staff, as assigned by immediate supervisor.
- Copies materials for staff and organizes information for booklets, pamphlets, brochures, etc. for distribution.
- Inputs information on clients into a computer system by transcribing data from client applications.
- Records applications received by mail and in-house; verify addresses; and assists in preparing eligibility notices to clients in the established thirty-day turnaround period.
- Records and sorts documents and forms and develops case record filing system.
- Maintains inventory of office supplies and equipment.
- Handles all incoming and outgoing mail, as assigned.
- Independently prepares reports from standard sources. Submits purchase requisitions, vouchers and processes invoices for payment. Prepares travel reports, itineraries, payroll batch logs and attendance.
- Attends all pre-service, in-service training, agency events and appropriate professional and educational conferences and meetings to develop and enhance knowledge and skills.
- Garners in-kind contributions.
- Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES: None
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