We are an equal opportunity employer
Executive Assistant (full time)
The Executive Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The position is shared with the Executive Director and Deputy Director.
Education and experience:
• At least 3 years of experience providing support at a high level
• Knowledge of standard office administrative practices and procedures
• Must have strong computer skills, including excellent knowledge of Microsoft Office products and ability to quickly learn program-specific software programs. Cloud-based computing experience preferred.
• Must have excellent organizational and communication skills
• Ability to create and maintain databases as well as generate reports that comply with agency and contract requirements
Duties and responsibilities:
• Manage and maintain executives' schedules
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Open, sort, and distribute incoming correspondence, including faxes and email
• File and retrieve corporate documents, records, and reports
• Greet visitors and determine whether they should be given access to specific individuals
• Prepare responses to correspondence containing routine inquiries
• Plan and scheduling meetings and appointments
• Manage projects and conducting research
• Make travel and guest arrangements
• Provide quality customer service
Certificates and licenses: Valid driver's license and insured vehicle (100/300) for use on the job or acceptable alternative. Safety sensitive employees are required to submit to all state and federal requirements for drug and alcohol testing and training. Head Start and child care licensing requires a criminal record check and finger printing to be completed prior to employment. An initial physical examination record, including a TB screening must be obtained within 60 days of hire, updated every three years and kept on file with Human Resources. If a TB screening indicates high risk, results of a TB test must be kept on file including any treatment received. An initial driving record check will be conducted. License information will also be submitted to the agency's automobile insurance carrier.
Family Services Manager
The Family Services Manager is an integral part of the Child & Family Services Management Team. Under the supervision of the Child & Family Services Director, and in accordance with related Head Start Performance Standards and other regulatory agencies, he/she is responsible for planning and administering social services programming and family engagement opportunities for children and families. Services must be coordinated with staff in other program content areas and include ongoing assessment of the quality of services provided.
Education and experience:
• Minimum of a Bachelor's Degree in Human Services or related field, Master's Degree preferred.
• At least 3 years of related experience in service delivery to families with young children, including at least 2 years supervisory experience. Head Start/Early Head Start experience preferred.
• Knowledge of community resources in Strafford County.
• Advanced computer literacy including: Excel, Word, and Outlook.
Duties and responsibilities:
• Supervise Family Advocates and ERSEA Coordinator, conduct annual staff evaluations; hold monthly reflective supervision meetings. Participate in the interviewing and selection of staff.
• Provide case consultation and crisis intervention supervision to Family Advocates as needed.
• Create and revise annual outreach and recruitment plan including the development of and distribution of materials within the community in collaboration with the ERSEA Coordinator and Communication Director. Identify responsible staff for outreach; collect monthly reports of outreach activities.
• Ensure full enrollment in Head Start/Early Head Start programs through outreach and recruitment efforts in collaboration with ERSEA Coordinator.
• Review attendance and enrollment activity with ERSEA Coordinator on a monthly basis; reviewing with Family Advocates and other staff the issues contributing to attendance and assisting in developing attendance agreements as needed.
• Direct Family Advocates as well as other staff when needed, in outreach to, recruitment of and application process for children and families based on eligibility guidelines, including those with special needs and disabilities in collaboration with the ERSEA Coordinator.
• Establish and maintain effective working relationships with other agency programs, local social service agencies, schools, and state agencies that address the social service, literacy/adult education, training, employment, and child care needs of low-income and at-risk families with young children.
• Establish and maintain formal communications with community networks coordinates and assists primarily Family Advocates as well as other staff in using those networks.
• Encourage Early Head Start and Head Start family engagement in community affairs that address issues of common concern to Head Start and low-income families.
• Ensure ongoing monitoring, tracking, follow-up and analysis of family and community services, in conjunction with other Managers via PROMIS entries to ensure that all required data is entered on a timely basis including, but not limited to attendance, family goals and outcomes, vision, hearing, health and dental screenings, physicals, and immunizations and case notes.
• Ensure each Center maintains an active Parent Committee.
• Prepare meeting materials and lead monthly Policy Council Meetings with Policy Council Chairperson.
• Attend State PAC Meetings with Policy Council Representative.
• Provide Family Advocates and other staff with information they can disseminate to parents about education opportunities, health and dental services and screenings, holiday assistance and community events.
• Ensure parent participation is encouraged at all levels and that it remains voluntary.
• Ensure program adherence to all relevant Head Start Performance Standards recommending required changes to procedures and updating forms.
• Ensure all necessary administrative tasks are completed in a timely manner including required reports and supervision records. This includes the collection and tracking of data and ongoing monitoring efforts.
• Audit program files to ensure completeness and accuracy in compliance with program standards.
• Lead Family Engagement Task Force ensuring ongoing family engagement is a philosophy embedded in the program and opportunities are planned and executed including regular events and volunteer opportunities.
• Oversee all Early Head Start and Head Start child abuse and neglect reports.
• Research and assist in the composition of grant funding proposals relevant to family resource content area. Develop and monitor work plans to achieve targeted performance measures for each program.
• Coordinate the annual development and update of community resource information, including the compilation, publishing, and distribution of the Community Resource Book to county and town agencies serving low-income families.
• Prepare monthly social services report for Child & Family Services Director.
• Participate in the annual program self-assessment and annual Program Information Report.
• Review and revise forms, program operating plan, policies and procedures and Parent Handbook in collaboration with Managers and Supervisors at a minimum annually.
• Assist staff and/or families with agency referrals as needed.
• Maintain a library of resources, such as publications and videos for training and circulation purposes.
• Identify and coordinate in collaboration with staff, social services training opportunities for staff and parents including the trainings mandated annually by the Head Start performance standards. Plan and implement annual child abuse reporting training.
• Represent and support the agency and Head Start/Early Head Start program through collaboration with local community agencies and professional organizations.
• Participate in regular planning meetings with the Child & Family Services Director and Management Team.
• Attend meetings and/or conferences as assigned (community, state, regional, and national).
• Other duties as may be assigned.
Certificates and licenses: Valid driver's license and insured vehicle (100/300 minimum coverage) for use on the job or acceptable alternative, driving record check, criminal record check, randomized drug screening. Head Start, Early Head Start, Childcare, and Home Visiting Programs are also subject to the following: Head Start and child care licensing requires a criminal record check and finger printing to be completed prior to employment. An initial physical examination record, including a TB screening must be obtained within 60 days of hire, updated every three years and kept on file with Human Resources. If a TB screening indicates high risk, results of a TB test must be kept on file including any treatment received. An initial driving record check will be conducted. License information will also be submitted to the agency's automobile insurance carrier.
Bids & Proposals
None at this time