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At the Cincinnati-Hamilton County Community Action Agency (CAA), we envision an equitable community where everyone has the tools and resources to be self-sufficient. Our mission is clear: through advocacy, high-quality programs, and strong community partnerships, our dedicated team is breaking down barriers to equity and opportunity while building self-sufficiency across generations. Our values guide us in everything we do: we serve with passion, collaborate as a team, have compassion for others, use our talents to do transformational work, and strive to continuously improve.
POSITION SUMMARY
The Site Support position at CHCCAA plays a crucial role in advancing our mission to expand opportunities and build self-sufficiency for our community members. This position has responsibility to provide high services to Head Start children and families in compliance with local, state and federal regulations while exercising extreme caution and good judgment. Duties are carried out in accordance with the Head Start Performance Standards, regulatory agencies, and CAA policies.
This employee will use their skills to embody our values and contribute to our vision of a thriving, self-sufficient community.
ESSENTIAL JOB FUNCTIONS:
Under General Supervision:
- Answers incoming calls on multi-line phone system, directs callers to appropriate service provider, and takes messages.
- Collects attendance reports from teaching staff each week.
- Collects vouchers and fees from parents. Creates fee-tracking system to ensure that accounts are current, and prepares and submits weekly fee report to site manager. Generates and sends delinquent fee letters when necessary
- Prepares, maintains and generates correspondence; reports, and forms for program needs.
- Receives, sorts and distributes incoming mail and updates documentation and reports.
- Schedules appointments (i.e. interview, meetings, and trainings).
- Review for approval and process requisitions, check requests, and purchase orders for self-operation programs and sites.
- Maintains an efficient and updated filing system for site documents (i.e. policy council information, parent meeting information, and sign-in sheets).
- Maintains inventory system for office and classroom supplies that includes ordering supplies as needed through the necessary funding system. Conducts follow up on supply orders when necessary.
- Provide overall site support, which includes assisting with classroom and kitchen needs.
- Attends and participates in Head Start functions, which includes public information campaigns and enrollment/registration drives.
- Maintains current computerized/hard data filing systems.
- Maintains confidentiality in all areas.
The above statements are intended to describe the general nature and level of the work being performed by staff assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Additionally, CAA management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.
QUALIFICATIONS AND REQUIREMENTS
Required Education, Skills and Experience:
- An Associate degree in Business Education, Office Management, Secretarial Science, or a related field, with one (2) years of administrative support experience, or a High School diploma/GED, with four (5) years of administrative support experience. Knowledge of Early Childhood practices desired.
- Advanced computer experience in Microsoft Office Software applications.
- Demonstrated ability to excel in a business environment that is controlled by deadlines and schedules.
- Exceptional interpersonal communication skills over effectively work with staff, funding agency representatives, program participants, and community stakeholders.
- Proficiency in business communication techniques, automated office equipment and telecommunications systems and equipment.
- Experience working with a diverse population, including executives and low to moderate-income families.
- Demonstrated ability to multi-task and prioritize duties.
- Exceptional inter-personal skills, with self-confidence, good telephone etiquette, and attention to details.
- Ability to meet the following physical requirements with or without reasonable accommodation:
- Use hands to manipulate, handle, feel, and control items or equipment;
- Talk and hear;
- See and be able to read, write, and interpret written documents;
- Lift and move objects weighing up to 15 pounds.
Required Job Competencies
CAA Core Competencies:
- Passion for service to the community
- Compassion for others – empathy, respect, caring, kindness
- Collaboration and teamwork
- Commitment to continuous improvement
Other Requirements:
- Ability to meet the following physical requirements with or without reasonable accommodation:
- Use hands to manipulate, handle, feel, and control items or equipment;
- Talk and hear;
- See and be able to read, write, and interpret written documents;
- Effectively communicate with the public;
- Must have reliable Wi-Fi access to support remote work as needed.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.
Working Conditions:
- Work Location – Winton Site
- Work Hours – 8:00 a.m. to 5:00 p.m. Monday through Friday
- Onsite work is in a typical office environment
- This position is not eligible for remote work, unless deemed appropriate due to site closing.
Physical Requirements:
- Talk, hear and communicate with co-workers, clients, children and/or parents
- See and be able to read, write, and interpret written documents
- Use hands to manipulate, handle feel, and control items or equipment
- Use hands to operate into a laptop computer or tablet
- Lift and move objects weighing up to 15 pounds
The Cincinnati-Hamilton County Community Action Agency is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. The Functions, Qualifications, Requirements and Physical Demands listed in this job description represent the essential functions of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The listed Job Functions do not necessarily include all activities that the incumbent may perform.
Your employment with the Cincinnati-Hamilton County Community Action Agency is entered into voluntarily or “at-will,” meaning that both you and the employer may end the employment relationship with or without reason, cause or notice unless otherwise prohibited by law. You are free to terminate your employment at any time, with or without cause. Similarly, C-HCCAA has the right to terminate the employee’s employment, or otherwise alter an employee’s position, duties, title or compensation at any time, with or without cause or notice. Therefore, the only employment relationship that exists is one terminable at will by either the employee or C‑HCCAA.Skills Required
- Associate degree in Business Education, Office Management, Secretarial Science, or a related field, plus two years of administrative support experience
- High school diploma or GED, plus four years of administrative support experience, as an alternative to the associate degree requirement
- Advanced experience with Microsoft Office software applications
- Ability to work effectively in a deadline- and schedule-controlled business environment
- Exceptional interpersonal and business communication skills
- Proficiency with automated office equipment and telecommunications systems
- Experience working with diverse populations, including executives and low- to moderate-income families
- Ability to multitask and prioritize duties
- Strong interpersonal skills, telephone etiquette, self-confidence, and attention to detail
- Ability to use hands, communicate verbally, hear, read, write, and interpret documents, with or without reasonable accommodation
- Ability to lift and move objects weighing up to 15 pounds
- Reliable Wi-Fi access to support remote work as needed
- Knowledge of early childhood practices
What We Do
Cincinnati-Hamilton County Community Action Agency is a private nonprofit that works to foster an equitable community where people can access resources and opportunities for self-sufficiency. It serves low-income individuals and families through a holistic approach to reducing poverty, offering job training, housing and heating assistance, entrepreneurial coaching, and Head Start and Early Head Start. It mobilizes donors, employees, and volunteers to reduce poverty and improve the community.
