Chicanos Por La Causa, Inc.
Regional Office Manager - WINTER GARDEN, TX
The Regional Office Manager provides high-level administrative and staff support to the regional operations consistent with the Head Start Program Performance Standards and CPLC Policies and Procedures. Working under the supervision of the Regional Operations Manager, this position provides administrative support and coordination to the Regional Operations Manager and Centers within the region, while providing back up support to Coordinators and Specialists as needed by the Program Management Office Manager. This position assists with purchasing, personnel, contracts, and vendor services for the region. Promotes school readiness by preparing children and families for school and life success as it relates to this position. Actively supervise children by sight and sound at all times and in all environments. Maintain all health and safety regulations to create an optimum learning environment. Facilitate health practices to keep children safe in the school bus, outdoor and indoor environments.
Must have an initial employment physical, TB testing and/or chest x-ray, Tdap vaccination, valid Texas or New Mexico Drivers License respective to the state you are stationed in, and vehicle insurance are required. Applicant must be able to type 45-50 wpm. Must pass a criminal background check to include a Child Abuse and Neglect register and obtain a Level One Fingerprint Clearance Card is required.
HS/GED and 4 years of progressively responsible experience in successful office operations and management is required. Must have knowledge of modern organizational office methods and procedures, filing, telephone and email etiquette, English usage, spelling, grammar and punctuation. Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision. Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority. Individuals must possess strong oral and written communication, and organizational skills. Use of computer, projection equipment, computer software programs (e.g. Microsoft Office, Adobe) and web-based systems are required. Familiarity with CPLC Personnel Policies and Procedures, accounting, Head Start Program Performance Standards, local, state and federal regulations on reporting procedures preferred.
JOB RESPONSIBILITIES AND COMPETENCIES
Organize clerical and office management systems: reporting, filing, faxing, copying, typing, writing correspondence and memorandums, telephone contacts, accounts payables and receivables and computer processing.
Upload regional documents to our program-wide SharePoint site (e.g. Center licenses, lease agreements, CACFP Agreements, Certificate of Liability Insurance, Regional Meeting Minutes, training, Program Forms, etc.).
Support Regional Operations Manager and Centers within the region.
Collaborate with Regional Office Manager counterpart.
Support Program Management Office Manager as needed.
Order diapers on a monthly basis for all Centers within the region.
Provide training and guidance to Center Office Managers.
Review for accuracy all inputs and track finance items in the database.
Create Purchase Orders, Check Requests, Expense Reports and other financial items.
Responsible for ordering and maintaining the inventory of office supplies (Staples, WAXIE, etc.).
Collect, record and disseminate US mail and interoffice mail.
Update or revise data collection tools (ECD calendars, Staff phone directory, CSM Report, and document tracking forms). Maintain and reconcile regional petty cash account and Credit Card Account (if applicable).
Maintain office personnel and data collection system files to assure required documents and functions are performed and updated on an ongoing and timely basis.
Collect and submit to CPLC Human Resource Dept. and/or Payroll Dept. any employee changes (such as but not limited to changes in education, address, emergency contact, insurance, tax changes).
Organize/schedule staff meetings, agenda, professional development/training, and other meetings as assigned and record minutes.
Assist regional staff in the Coordination of travel (hotel accommodations, flights, registration for conferences, Out of Town Travel Advance).
Provide assistance in professional development/training for regional/center staff as needed for computer software, copy machines/office machines in general.
Maintain confidentiality in administrative and programmatic matters only with those authorized individuals.
Provide assistance in professional development/training logistics and setup of training for regional/center staff as needed. Monitor centers by conducting site visits once a year to include Human Resources Monitoring Reports.
Enter training titles and required attendees in our data management system for regional professional development/training, local and out-of-state conferences, etc.
Prepare and print professional learning/training evaluations for training facilitators.
Function as the regional ECD designee for communication, disseminating information and deadlines, etc., within CPLC administrative offices, and community as appropriate.
Maintain scheduling of Regional Office cell phones, vehicles, gas cards to include regular vehicle maintenance and IT equipment. (laptops, LCD projectors, etc.).
Attend professional development/training, Pre-Service, Professional Development Learning, Statewide Management and Operations Group meeting and conferences, as well as forming part of committees as appropriate to the position.
Coordinate facility maintenance and cleaning.
Coordinate annual forms revision process in collaboration with Program Management Office Manager, Regional Operations Managers, designated Center Service Managers, and designated Coordinators/Specialists.
Coordinate and assist with the Pre-Service process.
Coordinate and assist with the Professional Development Learning Calendar.
Perform other duties as requested by the immediate supervisor necessary to carry out the administrative/programmatic activities necessary to fulfill the goals and objectives of CPLC ECD.
Serve as the ROMs backup in payroll processing.
Assist and provide administrative support to Centers as needed.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee frequently is required to sit and use hands along with fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, bend at the waist crouch or crawl. This position requires the ability to occasionally lift office products and supplies up to 40 pounds. Specific vision abilities required by this job include close vision.
Must be able to travel (in-state/out of state) as needed. Ability to communicate clearly and effectively both verbally and in writing. Able to present operational information to personnel at all levels. Must be highly organized, able to work under pressure, meet deadlines and handle multiple tasks.
The employee will be expected to participate in continuous learning, competency building and maintenance of competency skills.
TYPICAL WORKING CONDITIONS
Work is performed in structured environments. The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Reports to and is supervised directly by the Regional Operations Manager. The employee is also accountable for understanding and complying with CPLC policies and procedures.