Administrative Assistant, Head Start

$41,600 - $47,840/Yr

South Middlesex Opportunity Council - Framingham, MA

Full-time - Entry Level

Remote - Framingham, MA

Social Assistance

About the position

The Administrative Assistant for the Head Start program at SMOC is a detail-oriented team member responsible for monitoring and maintaining data entry information. This role involves ensuring accurate processing of information, assisting staff with various projects and reports, and establishing positive connections with children, families, and community members. The position requires effective communication and organizational skills to support the program's operations efficiently.

Responsibilities

• Monitor and maintain data entry information for the SMOC Child Care & Head Start program.
• Assist staff members with projects, reports, and computer-generated tasks.
• Communicate with the supervisor regarding needs or concerns about children, families, and staff.
• Attend all COPA Trainings as scheduled.
• Responsible for data collection and input into the COPA computer program.
• Enter all child and family information for those served by Child Care and Head Start.
• Notify appropriate staff of changes in information regarding children and families promptly.
• Assist management by setting up and running reports as requested.
• Create and update attendance and Meal Counts for each Satellite classroom.
• Print updated classroom Emergency Contact reports for all Satellite Classrooms monthly.
• Collect data for the annual PIR report.
• Data entry of all Injury and Incident reports from classrooms and sites.
• Visit larger sites twice a month to input data from Injury and Incident Reports.
• Attend and take notes for various meetings including Policy Council and Family and Health Staff meetings.
• Oversee maintenance of phone calls and emails regarding office machines.
• Assist in updating recruitment materials and notifications.
• Maintain and copy all intake and recertification packets as needed.
• Ensure confidentiality of records and information regarding children and families.
• Deliver supplies weekly to individual sites as needed.
• Assist the Satellite Director with supply requests for classrooms.
• Assist Health Specialist with Heights and Weights and Vision and Hearing Screenings.
• Place recruitment flyers during enrollment periods and document in recruitment log.
• Maintain good work habits, including attendance and punctuality.
• Take initiative on matters benefiting agency operations.
• Engage clients by understanding and addressing their needs effectively.
• Ensure compliance with program requirements and SMOC policies.

Requirements

• Detail-oriented with strong planning and organization skills.
• Proficient in computer skills and data entry.
• Effective communication skills, both written and oral.
• Ability to work effectively as a team member.
• Flexibility and openness to new ideas and feedback.

Benefits

• Paid Time Off: Up to 3 weeks of vacation and 2 weeks of sick time, plus 12 paid holidays in the first year.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical, Dental, and Vision Insurance.
• 403(B) Retirement Plan with company match starting on day one.
• Voluntary benefits including Term and Whole Life Insurance, Accident Insurance, and Short-Term Disability.
• Flexible Spending Accounts and Dependent Care Accounts.
• Employee Assistance Program and Tuition Reimbursement.