Every TAP employee shares in the TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.
DEFINITION AND PURPOSE:
The Clerical Office Assistant is responsible for administrative and technical tasks, supporting the operation of the Head Start program. This role involves complex and detailed clerical work to assist the Head Start and Early Head Start Supervisors and Coordinators. Responsibilities include managing correspondence with local school systems, performing clerical duties, and providing general office support
ORGANIZATIONAL RELATIONSHIPS:
Supervised by: Training Coordinator
Supervises: No one
Coordinates with: Head Start and Early Head Start administrative staff.
RESPONSIBILITIES:
This clerical worker primarily oversees administrative tasks related to various aspects of the Head Start program, including personnel management, correspondence, mail handling, and program coordination. Their duties encompass:
- Personnel Administration:
- Maintains personnel records, including hiring, terminations, promotions.
- Manages confidential personnel files.
- Coordinates paperwork for new hires.
- Event Coordination:
- Assists in organizing and coordinating events such as workshops, conferences, and training sessions related to Head Start and early childhood education.
- Manages logistics such as venue booking, attendee registration, and material preparation.
- Administrative Support:
- Receives and distributes incoming mail.
- Answers inquiries and provides information on departmental policies.
- Posts job openings.
- Reception Duties:
- Greets visitors and directs them appropriately when needed.
- Manages incoming calls and messages.
- Distributes enrollment and employment forms.
- Receives and notifies staff of incoming orders.
- Calendar and Mail Management:
- Maintains calendars and bulletin boards.
- Manages incoming and outgoing mail.
- Publications and Reports:
- Types reports for the Board of Directors.
- Volunteer Application:
- Responds to volunteer applications, coordinates volunteers schedule with Lead Teachers and Center Supervisors. Submit volunteer timesheets to TAP
- Transition
- Surveys teachers about rising kindergarteners.
- Sends out transition paper paperwork to Educational Staff/Whole Family Advocates, including transition to Kindergarten handbooks.
- Update’s local school system information
In summary, this clerical worker supports the efficient functioning of the Head Start program by managing administrative tasks, providing support to staff, ensuring compliance with regulatory requirements, and facilitating communication within the organization.
TRAINING, EDUCATION AND EXPERIENCE Requirements
- Must have a bachelor’s degree and equivalent combination of education and experience in clerical work and office management.
- Must have experience in maintaining office records and preparing reports from file sources.
- Ability to type accurately at a rate of 65 WPM.
- Proficiency in proper business English, spelling, and grammar.
- Knowledge of modern office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant applications.
- Strong organizational and time-management skills.
- Excellent communication skills, both written and verbal.
- At TAP, we focus on the Whole Family Approach. This is a family-led strategy to achieve set goals. As an employee, you may be required to attend Whole Family training and input data into the agency’s software as part of the Whole Family approach to serving clients.
- Adaptability and willingness to learn new software and technologies as required by the role.
SPECIAL REQUIREMENTS:
- Must have a valid driver’s license and reliable transportation.
- TAP participates in the Virginia DMV Driver Alert Program. Employees who operate a TAP vehicle or their personal vehicle to conduct TAP business may be subject to driver record monitoring through the Virginia DMV Driver Alert Program.
- Must pass drug screening. Some positions require positive complete background screening including criminal, sex offender and child protective services.
- – climbing; ascending and descending ladders, stairs, scaffolding, ramps, poles and the like; balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, use of fingers for – picking, pinching, and typing; grasping, feeling, hearing, talking, repetitive motion of the wrists, hands, and/or fingers.
- – medium work; exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force occasionally to move objects.
- – close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
- – worker is not substantially exposed to adverse environmental conditions.
This description provides information regarding the core functions of the designated position, and general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.
We only hire individuals legally eligible for employment in the United States.
Equal Opportunity Employer/Drug Free Employer
Bilingual ability is a plus
Job Type: Part-time
Pay: $14.55 - $24.85 per hour
Expected hours: 20 per week
Schedule:
Work Location: In person