FM Talent Source is an enterprise that provides business and workforce solutions to help organizations nationwide overcome business challenges. Our clients include federal, state and local government agencies, Fortune 500 Companies, and non-profit organizations. Founded in 2004, we have a strong history of providing recruitment strategies and utilizing effective project and quality management methodologies to ensure our clients’ success.
Summary
The Office of Head Start (OHS) renewed its commitment to ensuring Head Start grantees have the organizational, management and human capital capacity to fully prepare low income and vulnerable children and families for success as they enter our nation’s school systems. In addition, OHS has substantially increased its efforts to ensure grantee accountability for programmatic outcomes and successful fiscal stewardship of grant funds. At the same time, grantees are faced with the challenges of successfully managing their organizations in a period of dwindling financial resources while also maintaining compliance with increasingly complex federal, state and local regulatory requirements. Ensuring grantees establish effective management systems to meet these challenges requires federal staff and management to function in a dynamic and complex work environment. While the complexity and scope of work performed by federal staff has increased, the size of the federal workforce has decreased due to attrition and retirement. As a result, federal staff must manage significantly larger caseloads of increasingly complex grantees requiring intensive and individualized support. The purpose of this project is to secure support for Head Start and Early Head Start grantees through professional, technical and administrative services for the Regional Office staff and grantees.
Description
Provide administrative support for the Regional Office, at the direction of the COR in consultation with the contract Project Manager. This support includes providing effective and efficient assistance to handle public and grantee inquiries, and administrative support to federal staff.
Examples of such tasks include:
- Provide assistance with handling public and grantee inquiries, maintaining a log of all contacts, entering data into HSES Issue Tracking, and providing administrative support to federal staff to document issues resolution.
- Handle routine questions without referral to outside entities and judge when calls should be referred to federal staff or other available resources.
- Maintain a grantee directory, including mail, email addresses and phone and fax numbers. Establish a process for ensuring the directory and the HSES database are up-to-date and accurate. Prepare mailing labels as appropriate.
- Develop reports, correspondence, and presentations to including spreadsheets, Word documents, and PowerPoint presentations. Reports required may be recurring or special in nature and can contain both technical and administrative information.
- Perform document integration and editing as directed by the COR. Collate and develop material for staff presentations or in anticipation of staff’s needs.
- Assist with coordination, planning and logistics for regional meetings, trainings or events, as requested by the COR.
- Coordinate Staff Travel, prepare travel authorizations and vouchers in Concur Government Edition (CGE), and track completed travel for the region. Submit Region IX Travel Plan and Travel Tracking Spreadsheet within timeline determined by the COR.
- Attend staff meetings, record minutes, prepare, copy, and distribute handout materials, ensuring documents are saved in the OHS Region IX shared drive.
- Assist with the creation of template letters for common Regional Office approvals such as program option change approvals, and key-staff hire approvals. Ensure the Regional Program Manager and Grants Officer review and approve such templates prior to distribution to Regional staff. Develop and maintain a system Region IX Customer Service Improvement Project 15 for tracking current templates and archiving older versions.
- Provide administrative support, including generating a bi-weekly status report to support the federal management approval of time and attendance.
Also, administrative and data management support for on-site monitoring reviews and other activities related to the Head Start monitoring system.
Qualifications
- A minimum of a baccalaureate degree from accredited college or university, preferred.
- A minimum of three years of experience providing administrative support to project and/or contract management team and staff.
- Experience aggregating data and producing reports based on multiple data sources.
- Demonstrated proficiency in Microsoft Office Suite or similar applications.
- Experience with event/project coordination and planning handling personnel records, correspondence, travel arrangements, preferred.
- Experience communicating, both orally and in writing, to various audiences.
- Demonstrated experience managing multiple tasks and ability to prioritize work.
FM Talent Source is an Equal Employment Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by law.