RESOURCE ASSISTANT

Job ID: 

5805-403-N

Status: 
Available
Job Type: 
Full-time
Department: 

EARLY CHILDHOOD SERVICES - VP OFFICE FED HS

Address: 

191 JORALEMON STREET

BROOKLYN, NY 11201

STATEMENT OF THE JOB
The Resource Assistant provides administrative support to Vice President, and Policy Council of Head Start of Early Childhood Services. Support includes advanced clerical tasks, minutes recording and distribution, scheduling/reservations and bookings for a variety of functions, document production, creation and distribution. As a member of the administrative support team for Early Childhood Services, the Resource Assistant collates and reviews on an on-going basis, the collection, recording and reporting of all in-kind data to ensure compliance with the Federal Performance Standards (i.e. matching costs meet the standards of allowability specified in Federal Cost Principles).  Develops and maintains tracking systems and procedures to monitor and review important time-sensitive compliance requirements, such as, Consultant contract renewals and in-kind.  Where needed, works in collaboration with other Resource Assistants to create new “user-friendly” forms, templates, reports, etc. to enhance or improve systems for data collection and reporting.  Works in close collaboration with Accounts Payable and purchasing to monitor and “trouble shoot” the timely processing of all service providers submitted for payment.  The Resource Assistant provides back-up support to the Early Childhood Services Resource Assistants when needed.  Develops and maintains a system for all Early Childhood Services office files, prepares check request, purchase orders, and other office fiscal matters related to the smooth operation of office.  He or She will track and records expenses of the Early Childhood Services Office to ensure prudent, fiscal management of the ECS office budget.  Responsible for developing and maintaining tracking systems to monitor and ensure compliance with the Federal Performance Standards and all other fiscal regulations pertinent to in-kind, licensing, CACFP, consultant/vendor payments.

Responsibilities: 

ESSENTIAL FUNCTIONS:
* Organizes and schedules meetings/ appointments as per Vice President.
* Produces and disseminates correspondence memos, letters, faxes, and forms.
* Preparation of regularly scheduled reports.
* Tracks contracts to include obtaining signatures, routing to fiscal and funding sources as needed, copying, etc.
* Collates and reviews on an on-going basis, the collection, recording and reporting of all in-kind data to ensure compliance with the Federal Performance Standards (i.e. matching costs meet the standards of allowability specified in Federal Cost Principles).
* Works with Agency Support Services Depts. (Fiscal, Accounts Payable, Payroll etc.) to address program issues or needs.
* Prepares check request, purchase orders, and other fiscal documents related to the operation of the ECS Office.
* Works with ECS Office team to ensure audit readiness by maintaining accurate, current and organized files/records for the ECS office, including data systems i.e. CACFP, ChildPlus™ and  AWARDS™ CCNS’ Client Registry.
* Responds in a timely manner, to requests for program information.
* Establishes and maintains positive on-going relationships with supervisors, staff, parent/families, and licensing/funding/governing bodies via open communications as necessary.
* Maintains Visitor’s log and screens visitors upon entry to the Early Childhood Services Office, referring them to appropriate component/area/representative of Early Childhood Services.
* Maintains running inventory of all office supplies, equipment, materials, etc.
* Adheres to all funding source standards in addition to the Agency (Catholic Charities Brooklyn and Queens) policies and procedures; seeks guidance/clarification from their immediate supervisor regarding interpretation, applicability, and implementation.
* Strictly adheres to and enforces all the Agency policies regarding Confidentiality, HIPAA requirements, and Corporate Compliance regulations.

NON-ESSENTIAL FUNCTIONS:
* Assists with general office duties such as typing program related documents, answering the phone, securing office coverage, delivery messages, duplicating, faxing and emailing materials/information.
* Assists Management in the maintenance, ordering/purchasing and inventory of office supplies and other ECS-related items or supplies/equipment.
* Performs clerical, receptionist and secretarial duties and provides office coverage, as needed, in order to maintain the orderly operation of the office and the program
* Performs other related duties as assigned.
* Maintains office machines (computers, calculators, fax, printer/copier/scanner)
* In collaboration with the ECS management team, assist in the review and maintains updated Program Policy and Procedure Manual, Written plans, Self-Assessments and Community Needs Assessment.
* In collaboration with the ECS team and other Resource Assistants, aggregates collected data from the different sources to generate reports that inform strategic planning and program improvement.
* In collaboration with the Resource Assistants, develops standardized and uniform centralized systems and procedures for all data collection and submission timelines, ensuring accuracy and consistency.
* In conjunction with ECS management team schedules meetings, trainings and in-service as requested including preparing agendas, locating meeting space, ordering refreshments, making coffee, set up and breakdown of meeting location.
* Ensuring that all necessary materials and refreshments are on site.

Qualifications: 

SPECIFICATIONS FOR EDUCATION/CERTIFICATIONS/LICENSES
Minimum of Associate’s Degree in Office Technology, Data Systems, Accounting or related field , or a High School Diploma with a minimum of 5 years prior experience with data management.  

SPECIFICATIONS FOR EXPERIENCE AND TRAINING
* Minimum 2 years prior work experience in office administration or systems analysis.
* Knowledge of Bookkeeping and Agency policies, procedures and systems preferred
* Excellent communication skills (verbal and written)
* Good interpersonal skills and ability to work as part of a team
* Demonstrated proficiency in computer applications, including Microsoft Office, Excel, Access, etc.
* Ability to prioritize and perform multiple tasks
* Ability to take initiative and be self-directed in performing duties and responsibilities
* Creative problem-solver
* Good organizational and planning skills
* Ability to utilize all technology equipment available including computers, scanners, FAX, and copy machines
 
SPECIFICATIONS FOR PHYSICAL REQUIREMENTS
* Ability to travel for meetings, conferences, and trainings both within the five boroughs and outside of the five boroughs.
* Frequent standing, sitting, talking, reading, writing, and hearing.
* Occasional walking, stooping, kneeling, and/or crouching.
* Ability to work flexible hours.
* May be required to lift at least 10 lbs.
* Must be able to read printed & handwritten materials, and computer screens.
* Ability to operate a computer keyboard, mouse, & office equipment.

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