Overview

HNS Administrative Assistant Jobs in Springville, UT at Early Learning Essentials

Title: HNS Administrative Assistant

Company: Early Learning Essentials

Location: Springville, UT

Position Summary

Provides administrative support services to the Health & Nutrition Services Director and the Education & Child Development Services Director, performing routine clerical and administrative functions such as data entry, filing, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files. Performs other support activities to assist service area staff involved in the development, implementation, and management of programs and policies and ensures services support the agency’s school readiness plan.

Principal Duties And Responsibilities

  • Provides administrative support to the Health and Nutrition Services Director, Health and Nutrition Services Coordinators and Health Specialists in implementing the goals and objectives of the service area:
  • Immunizations:
  • Enters information into Child Plus
  • Fills out required State Immunization Record (pink card)
  • Physical & Dental Exams and follow up:
    • Sends requests to medical and dental offices as needed
    • Scans records to Health Specialists
    • First Aid:
      • Tracks inventories as turned in every 2 months
      • Restocks inventories
      • MOU’s: assists with tracking and participating partners lists including current Medicaid providers
      • General Health & Nutrition: Under the Direction of the HNS Director, assists with:
        • Child Accident Tracking
          • Daily Tracking
          • Year End Summary
      • EPSDT Tracking and events
      • Dental In-kind Tracking
      • Health Screenings
      • Printing Growth Charts
      • Self assessment
      • Menus and flyers in Spanish
        • Monthly Sam’s/Alpine/Nicholas Order
          • Ensures there are paper good for the AO and refills as needed
            • Break room
            • Bathrooms
            • Facial Tissue etc
      • Provides administrative support to the Education and Child Development Services

      Director and Child Development Coordinators in implementing the goals and objectives

      Of The Education And Child Development Service Area With

    • Obtaining and recording a complete developmental, educational and mental health history of each Head Start child by performing related data entry and filing tasks.
    • PEEP Testing
      • Entry and Exit administration
      • Entering tests into state website
    • Printing jobs submitted by Center Managers
    • TSG updates every two weeks and/or with new enrollment
    • Home Language Survey tracking sheet (and adding flag on C+)
    • Copies and collates documents, sends faxes and performs similar office tasks
    • Assists with cleaning tasks at the Administrative Office including but not limited to ensuring the front office is presentable. Other tasks may also be assigned as needed.
    • Responsible for front office specific tasks.
    • Open the front office doors at 8:00 a.m. and close at 4:30 p.m. when applicable to scheduled hours
    • Prepare the entire office for closure by the last admin assistant at the end of the day such as turning off all lights and securing the front door.
    • Answer phones
    • Transfer calls to other staff as needed
    • Update voice message during extended office closures
    • Post office closures on front window
    • Incoming faxes and outgoing faxes as requested
    • Postage and mailings
    • Distribution of incoming mail in mail room
    • Receiving orders
    • Visitor sign in log
    • Organizes copy paper in copy rooms and reorders when running low
    • Vehicle checkouts
    • Maintains and reorders supply cabinet supplies when running low
    • Assisting with maintaining the AO supply sheds as needed
    • Assists the service area with distribution of purchased equipment and supplies and

    donations to classrooms.

    • Supports service areas with pre-service training activities and professional development

    opportunities offered to staff.

    • Records and/or transcribes minutes of meetings and produces documents in draft or final

    format.

    • Provides clerical support to service areas in updating service area Policies and

    Procedures.

    • Provides translation support, as needed.
    • Documents activities on the ELE website calendar, and service-area specific meetings

    and activities on the ELE Master Calendar.

    • Works with the Community Outreach Volunteer Coordinator to coordinate service area

    volunteer projects and directs volunteers and Interns. Secures completion of in-kind

    forms of all service area volunteer activities.

    • Serves as the secondary reception-area staff personnel and secondary back-up to the

    reception-area Administrative Assistant during break and lunch times or when absent.

    • Collaborates with other service areas to ensure seamless services to children and families

    and ensures we are staying true to our mission and vision. Attends and participates in

    staff and parent training sessions, as directed, i.e. pre-service, orientations, in-service

    Training Meetings And Other Agency Activities As Required.

    • Supports the achievement of in-kind goals by actively participating in the solicitation of

    in-kind services and donations to the Head Start program including, but not limited to,

    encouraging community members and organizational contacts to volunteer, provide

    donations of professional services, supplies, and anything else needed to support the

    Head Start program.

    • Expected to provide temporary assistance in the classrooms to meet minimum child to

    staff ratios, or to ensure the safety of children, in the absence of sufficient Education and

    Child Development Service Area staff. Staff from any service area working or present at

    a center when the need arises will be called upon first, with Administrative Office staff

    being utilized if insufficient staff is present on site.

    • Expected to assist the agency in maintaining safe and healthy environments for children

    and staff by immediately reporting health and safety risks/concerns or potential concerns

    to a leadership staff member and/or via our internal work order system and follow up

    with appropriate staff in a timely or appropriate manner.

    • Assists other service area admin assistants with their tasks when needed and/or when

    requested by other service area Directors.

    • Other job-related duties as assigned may be necessary to carry out the responsibilities of

    this position.

    Qualifications

    • Must have a high school diploma or equivalency.
    • Must have at least one-year experience as a Secretary or related position preferably in a medical setting.
    • Must be bi-lingual in English/Spanish
    • Prior Head Start experience is preferred.

    Knowledge/Skills/Abilities

    • Must be able to type at least 40 words per minute.
    • Must have at least intermediate skills in using the computer.
    • Should be flexible, willing and able to accept new job assignments without hesitation.
    • Should have a working knowledge of office equipment including copy machines.
    • Must have highly developed organizational skills.
    • Must be willing to follow specific instruction from a number of people in a timely manner.
    • Demonstrate effective written and oral communication skills.
    • Ability to manage multiple tasks and to develop solutions to problems with limited supervision.
    • Ability to write and speak the English language in a proficient and professional manner to meet requirements of the job.
    • Ability to establish and maintain effective working relationships with staff, community groups, and other related agencies and people.

    EARLY LEARNING ESSENTIALS. RESERVES THE RIGHT TO REVISE THIS JOB DESCRIPTION AT OUR DISCRETION WITH OR WITHOUT NOTICE AT ANYTIME

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