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POSITION SUMMARY: The Administrative Assistant II CFSS Grantee Support Services division acts as an anchor and coordinator for the administrative aspects of the division. The Administrative Asst II ensures that processes, procedures and policies are implemented to maintain efficient operations of the division by preparing and maintaining administrative records, correspondence and documents.

REPORTING RELATIONSHIPS: The Administrative Assistant II reports to the Director of Grantee Support Services. The Administrative Assist II will support the administrative work of the Grantee Support Services team.

MAJOR RESPONSIBILITIES AND KEY TASKS:

• Provide assistance to the Grantee Support Services Team (with staff located at 33 W. and Hayes) in the implementation of their job duties, including extensive word processing, typing, filing, copying, phone communication, scheduling meetings / hospitality, travel arrangements, ordering supplies and processing invoices, expense reports and timesheets.
• Record minutes of designated meetings (e.g. Policy Council minutes, Delegate Directors Meeting minutes, Grantee Support Team minutes) and disseminate in a timely manner. Record minutes from QIP Development meetings and other meetings Director deems necessary.
• Coordinate reporting processes and disseminate reports (e.g. monthly management reports).
• Coordinate logistics for CFSS meetings, workshops, training events, retreats and other designated meetings. Secure internal/external meeting room space and coordinate printed material and catering.
• Develop systems and procedures for smooth efficient office operations in the CFSS Grantee Support Services division.
• Act as liaison to other OPF division in providing information and/or materials.
• Attend monthly Administration Workgroup meeting and act as liaison between Central Administrative Services and Purchasing to the Grantee Support Services team.
• Participate as an integral part of the purchasing procedures at the Ounce, entering requests and processing invoices per pre-established process. Process consultant/presenter contracts and amendments according to purchasing policies and procedures.
• Provide assistance to the division in the coordination and completion of the annual federal Head Start/Early Head Start self assessment process, including review, edit and assembly of the validation reports.
• Maintain supplies and central files for CFSS Grantee Support staff
• Provide administrative assistance to the Director of Grantee Support Services
• Ensure CFSS-Grantee Support Services time sheets are submitted to the payroll division
• Initiate, create and maintain team calendar of events.
• Communicate logistics, reports and schedules with Agency Directors and other delegate/partner staff.
• Responsible for the coordination of the Child Outcomes Program Administration implementation for delegates and partner agencies.
• Performs other duties as assigned within the scope of the job description

EDUCATIONAL AND WORK EXPERIENCE REQUIRMENTS:

• Associates Degree in business management, public administration, communication, secretarial sciences or related field. BA preferred.
• Two years experience in a clerical and/or administrative support capacity with increasing responsibility
• Must be able to type at least 50-60 wpm

REQUIRED SKILLS/ABILITIES:

• Proficient with computer applications - thorough understanding of Microsoft Outlook, word processing (Microsoft Word), mail merge, spreadsheets, and email systems (Microsoft Office required) and ability to learn and master other computer technology /software programs as needed. Good command of Internet usage and experience using general business office equipment.
• Excellent verbal (including professional telephone skills) and written English communication. Accuracy in basic writing, grammar, spelling essential.
• Must have excellent communication, writing (includes grammar and punctuation), and interpersonal skills
• Ability to maintain files and filing systems.
• Must be reliable and exercise discretion in handling confidential information and materials.
• Ability to prioritize multiple tasks and exercise independent judgment in repeated and routine responsibilities and accomplish assignments in a timely manner.
• Organized with attention to details, detail-oriented.
• Ability to work in a team environment and communicate appropriately with a diverse staff and external constituents.
• Ability to perform effectively under pressure
• Ability to provide support to professional staff
• Ability to work flexible hours

ESSENTIAL JOB FUNCTIONS:

• Must have good writing skills that include the ability to compose, format, proofread and edit written correspondence
• Must be able to follow-through on assignments
• Must have good listening and communication skills
• Must be willing/able to travel to other sites and locations
• Must be able to lift or move 10-50 pounds
• Must be able to provide basic copier maintenance

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