HES Office Assistant

What You'll Do

• Provide initial contact with staff and the general public. Utilize face to face, phone, email, fax and other communication modes and strategies to ensure professional customer service and timely response.
• Support recruitment and onboarding of Head Start children, families and staff. Facilitate application processes and collection of required documentation, follow up contacts, and information entry into program data systems. Support and promote the Head Start program at community activities and events as needed.
• Coordinate the logistical arrangements relative to program trainings and/or meetings. The duties include preparation and implementation of registrations, training packets, participant notifications, transportation assistance, location set up, lodging, and assist with developing and coordinating public education materials.
• Accurately record, transcribe, and distribute Head Start Policy Council and other meeting minutes as needed and in a timely manner.
• Coordinate and ensure vendor service invoices and purchase orders are submitted to the appropriate location for approval and/or purchase/payment in an accurate and timely manner.
• Work with Head Start program staff to ensure vehicle insurance renewal, maintenance & repairs, vehicle documentation, rental agreements and transportation schedules are processed timely and accurately.
• Perform timely and accurate data entry into relevant systems and spreadsheets
• Assist staff with internet and vendor contacts, vendor price comparisons, in-kind donations, and current regulations, policies and public information relative to the Head Start program
• Provide direct support to WACOG front office and client services as needed; provide backup assistance to Customer Service Representatives as needed; work as part of a cohesive team to ensure efficient and effective functioning of the programs.
• Develop professionally by taking educational training or workshops as requested or needed.
• Regular travel within WACOG service area, including overnight stays as needed; additional travel may be required.
• Maintain reliable and predictable attendance; work outside of standard business hours as needed.
• Utilize tact and discretion to maintain confidentiality of information and a positive image of WACOG.
• Perform other duties as necessary to carry out the administrative/ programmatic goals and objectives of WAGOG and/or department. 

Requirements

REQUIRED EDUCATION AND EXPERIENCE

High School Diploma or GED Certificate

Two (2) years experience in performing general office work and customer service

PREFERRED EDUCATION AND EXPERIENCE

AA or AS in Business Management or related field

OTHER REQUIREMENTS

Current AZ DPS Fingerprint Clearance Card/ Criminal History Affidavit/Central Registry Background Check

Comfortable working in a fast-paced, high-energy environment

• Ability to secure and maintain a driver’s license valid in the state of Arizona. Will be required to drive an agency vehicle. Employees authorized to operate a private vehicle for WACOG business are required to carry liability insurance minimums. For purposes of vehicle insurance, minimum 21 years of age.
• Current Health Physical and TB Clearance WHEN incumbent is paid primarily (≥50%) out of Head Start department funds, allocations adjusted monthly

Nice to Have

KNOWLEDGE/SKILLS/ABILITIES (KSAs) The individual who holds this position must be able to perform the essential duties and responsibilities satisfactorily. The KSAs listed below are representative of the knowledge, skills, and/or abilities needed for satisfactory performance.

• Proficiency in operating office equipment and personal computers, including Microsoft Office applications such as Excel, PowerPoint, Word, and Access
• Ability to navigate relevant software programs and generate accurate data reports
• Ability to establish and maintain effective relationships with individuals of diverse ages, backgrounds, and socio-economic status
• Strong verbal and written communication skills
• Skill in maintaining exceptional accuracy and efficiency in both work output and organization
• Ability to collaborate effectively as a team member
• Willingness and ability to travel, including overnight, as required
• Ability to manage project goals, activities, and timelines effectively
• Ability to problem-solve and demonstrate innovation when facing immediate challenges or changes
• Ability to work independently while coordinating multiple projects simultaneously

Benefits