TITLE:   Administrative Assistant II                                              

GRADE:   NE8

REPORTS TO:   Operations Director      

STATUS:  Non-Exempt                       

AGENCY MISSION: To empower children and families in Madison County, Illinois to develop positive skills to meet life’s challenges.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but not limited to the following:

1. 1. Support internally and externally, verbally and in action the missions of Riverbend Head Start & Family

   Services.

   1. Demonstrate commitment to the total Agency and its strategic direction through collaboration with

   other programs and departments to further organizational goals.

   1. Provide support to Operations Director, schedule appointments/meetings and maintain the Operations Director’s schedule.
   2. In the absence of the Operation’s Director, ensure that all matters requiring their attention are referred

   to the delegated authority and handled in a manner minimizing the impact of the Operation’s Directors absence.

   1. Maintain the program calendar and provide clerical support to program and Agency management.
   2. Provide support to the Policy Council to include meeting arrangements, mailings, attending all meetings, documenting and distributing minutes, maintaining membership list including years of eligibility, maintaining by-laws, handbook and calendar.
   3. Coordinate and organize program administration materials to include self-assessment and monitoring documentation and accident/incident forms.
   4. Support designated meetings by preparing agendas, scheduling locations and times, notifications to participants, catering (as needed), compiling, transcribing and distributing minutes of meetings within required timeframes.
   5. Maintain all program publications and intranet site postings to include policies and procedures, parent handbooks, program forms, operations plan, monitoring plan and community resource directory.
   6. File and retrieve program documents, records and reports.
   7. Process Purchase Orders for Programs Department and approve authorized Purchase Orders for sites.
   8. Responsible for office management duties to include ordering and maintaining office supplies, maintaining inventory, ordering and tracking all NCR forms, maintaining schedule of fourth floor conference room, maintaining the organization of the fourth-floor supply, mail and storage rooms.
   9. Receive and route incoming phone calls, greet and offer assistance to visitors to determine what staff they might need to access.
   10. Coordinate and organize special events as assigned, i.e. program in-services, etc.
   11. Implement policies and procedures as set by Operations Director.
   12. Compose correspondence and memorandums as needed for both internal and external program communications.
   13. Mentor, assess and plan for training needs of program clerical staff.
   14. Maintain program correspondence files.
   15. Exhibit strong written and oral communication skills.
   16. Possess the ability to manage time and prioritize tasks to meet multiple and concurrent demands.
   17. Uphold confidentiality.
   18. Provide a high level of client service orientation in all interactions with staff, clients and outside entities.
   19. Other duties as assigned.

EDUCATION and/or EXPERIENCE:

High school diploma or GED required.  College level coursework or vocational training in secretarial sciences or related field preferred.  A minimum of 5 years applicable administrative/office experience to include proficiency in word processing, PC operations (Microsoft Word, Excel, Outlook and PowerPoint).   Supervisory experience preferred.  Must be able to provide their own transportation to and from work and throughout the work day.

WORKING CONDITIONS: 

Work is performed in an office setting with minimal safety issues.  Some travel to outside meetings, trainings, conferences and Agency sites.  This position requires sitting, standing, bending and minimal lifting.