County Program Support Secretary

Position Summary

Provides administrative services to Program Director and Management Team including written reports, data collection, travel and meeting arrangements, appointments, trainings and conferences.

Essential Functions

Serves as receptionist and welcomes visitors by

• Greeting them in person or on the telephone, answering or referring inquiries and directing them to appropriate program personnel.
• Giving tours to visitors and prospective parents.

Maintains security by

• Following procedures, monitoring visitor logbook, issuing visitor badges.

Coordinates local county activities by

• Working cooperatively with local county staff to coordinate logistics for on-site trainings, parent and other meetings to include setting up the room, ordering food, making photocopies and other tasks as requested.
• Attending parent and other meetings and taking minutes as directed.

Organizes work and produces information by

• Transcribing, formatting, editing, copying, proofreading, text and data.
• Reading and routing correspondence, collecting information, processing incoming mail and distributing to appropriate personnel. Distributes mail by retrieving or receiving items from post office and delivery services, opening and sorting by addressee, destination and type, and delivering items.
• Assisting with translation and interpretation services, as needed including meeting minutes, agendas and handouts.

Assists Administrative Assistants in ensuring proper distribution of payroll checks by:

• Issuing pay checks to employees.
• Making appropriate copies and filing them accordingly.
• Maintaining check verification log and ensuring that employees sign log verifying receipt of their payroll check.

Assists family service compliance with Child Care Division (CCD) Regulations by:

• Receiving co-payments from eligible parents as directed.

Keeps equipment (copy machines, postal meter, fax machine and translation equipment, etc.) operational by:

• Following manufacturer's instructions and established procedures.
• Calling for repairs as directed.
• Monitoring postage reserves by monitoring balances and requisitioning requests.

Maintains local county inventory supply by

• Ordering, receiving, and distributing office and other supplies following Program Director authorization and Agency purchasing guidelines.
• Determining needs for supplies per Program Director.
• Maintaining and enforcing inventory/supply system.

Contributes to team effort by

• Attending staff and other meetings as required.
• Accomplishing tasks as assigned and directed.
• Attending conferences, training, and workshops as requested to update skill levels and maintain technical knowledge.
• Fostering an understanding of Head Start, its mission, goals, objectives, and program services.

Maintains confidentiality and protects agency operations by

• Keeping information confidential.

Continually applies safety practices in all facets of the performance of duties by:

• Complying with agency safety standards.
• Supporting participation of a safe environment.
• Immediately reporting any unsafe or hazardous working conditions and/or any injury.

Other responsibilities

• Performing other work related or assigned duties, which could include the responsibility of opening and closing the center, accepting medication in the absence of health staff, or distributing supplies to classrooms.

Education and Experience Requirements

• High School Diploma with at least 2 years of experience in an office/secretarial environment.

Pay Range

The pay range for this position is $18.94 to $23.66 hourly. Placement within the range is determined by factors such as relevant experience, skills, certifications, and internal equity.

Benefits

OCDC offers a comprehensive benefits package designed to support your health, financial well-being, and work-life balance. Eligible employees (20+ hours/week) may receive:

• Medical, dental, and vision insurance
• Retirement plan with employer contribution
• Paid time off, sick leave, holidays, and paid leave programs
• Employer paid life and disability coverage, with voluntary options available
• Flexible Spending Accounts for healthcare and dependent care
• Employee Assistance Program (EAP) and wellness resources
• Optional benefits including pet insurance

At OCDC, employee well-being is a priority and an essential part of supporting our mission and communities.