ADMINISTRATIVE ASSISTANT

OFFICE OF HEAD START TRAINING & TECHNICAL ASSISTANCE REGION 2

 

The Administrative Assistant supports the Regional Office of Head Start (OHS) in New York, NY Region II. Per direction of the Regional Training and Technical Assistance Coordinator (RTTAC) and the Regional Office (RO), the Administrative Assistant (AA) provides administrative support for all Training & Technical Assistance (TTA) contract activities and deliverables to ensure the efficient and effective delivery of TTA to Head Start grantees in Region II.  The Administrative Assistant works out of the Regional Office located in New York, NY up to 3 days a week and remote the remainder of the time.

 

Responsibilities/Duties:   • Assist RTTAC with organization and maintenance of records management systems, including Head Start Enterprise System (HSES), SmartSheets, & the Early Childhood Knowledge and Learning Center (ECKLC).  • Provide support to the RO staff regarding program data collection, research, analysis, quality control, and other administrative duties that support OHS policies, procedures and priorities. • Operate and maintain multiple, on-line and local data management/tracking systems and databases. • Track and maintain up-to-date Regional TTA System Information to the ECKLC workspace. • Produce reports from HSES at the request of the RO and RTTAC. • Perform initial quality review and reconciliation of the Travel Plan System (TPAS). • Support RTTAC in preparing and submitting accurate and timely monthly and quarterly reports, travel plans, and the annual regional OHS Professional Development Plan. • Conduct periodic review of HSES to verify TTA reports are complete and map to final TPAS. • Develop reports, correspondence and presentations to include spreadsheets, Word documents, and Power Point presentations at the request of the RO and RTTAC. • Aggregate and prepare data from existing government systems to inform and report on TTA activities. • ‪Conduct event planning for regional TTA meetings and events, including provision of virtual TTA and all meeting logistics.‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬ • Generate, distribute and mail (electronically or otherwise) miscellaneous correspondence and materials to grantees and program officials as needed. • Photocopy, collate and file documents; prepare travel orders and vouchers; produce correspondence; note taking and other business-related tasks, as assigned. • Other duties as assigned by the RO and RTTAC.