Administrative Assistant/Bookkeeper - Preschool Programs
Supervised by: Program Director
General Description: By assisting the Program Director, the Administrative Assistant is responsible for the smooth flow of communication and recordkeeping responsibilities for the Head Start & Pre-kindergarten programs in Orange County.
Recordkeeping & Reporting: The Administrative Assistant is responsible for monthly payroll records through Aesop reconciliation, development and submission of USDA claims; designated sections of the annual Program Information Report (PIR), and assists with the maintenance of student records in My Head Start and PowerSchool. Other duties include timesheets, AESOP, activity sheets, monthly reconciliation, Frontline reconciliation, securing substitutes and submitting work orders.
Communication: Responsibilities include the development and monitoring of the program website and maintaining of the annual program calendar for parents.
Finance: The Administrative Assistant is responsible for procurement, by monitoring account balances in MUNIS, issuing purchase orders, receiving supplies and coding invoices. Additional responsibilities include ordering and monitoring inventory of program supplies, reconciling general ledger monthly and projecting costs. Monitoring federal and state grants.
Human Resources: Facilitate the logistics of welcoming and assimilating new hires into the program by ensuring rights and password to My Head Start, employee identification number, email and building access.
Other: Assisting with the filing of reports; projects and duties as program needs require.
K. Adherence to NAEYC Code of Ethical Conduct, including confidentiality.
L. Physical examination.
Minimum requirement of a high school diploma or GED with experience in office management and knowledge of Head Start Program Performance Standards.