Cecilia Jones

• Responsibilities include providing assistance, guidance, support, and coordinating activities for the Regional Program Manager of the Office of Head Start (OHS) for the Administration for Children and Families agency (ACF)
• Responsible for scheduling meetings and preparing correspondence for the Regional Program Manager
• I screen incoming calls and arrange meetings for the Regional Program Director
• I also serve as a communication link to the Head Start Team Leaders and the six States we serve
• I assist our managers with providing the copies of Head Start Grantees files when requested
• This includes coordinating with managers and specialists to ensure all paperwork in included for those grantees that are closing out their agencies
• I arrange meetings and conferences for my Supervisor, both in office and external
• This includes reserving facilities, scheduling times, notifying participants, and distributing materials and information needed for the meeting
• I also confirmed the location and participants to ensure any last minute details were taken care of
• I attended meetings with my Supervisor to take notes and record statements made by participants, remind participants of statements, and make arrangements to ensure participants complete statements made during the meeting
• I followed up with participants to ensure tasks were on tasks for completion
• I take care of inquiries and issues that can be handled by me without Supervisor guidance and sent other issues to staff I knew could handle them
• I schedule follow up meetings notifying participants of the time, date and location of meetings
• Sent out reminders to appropriate staff of meetings
• Take care of issues and inquiries that can be handled personally and sent other issues to other staff for with background material for further action and completion
• Keeps track of all incoming correspondence for Regional Program Manager and informs Regional Program Manager of action dates and responses
• Screens correspondence for signature for correct grammar and format
• I participate in activities with the Head Start Executive Team including management level decision making, developing long and short-range goals, and monitoring overall program effectiveness for the support function of the Head Start staff as well as assisting managers and other employees in the daily operation of the agency
• I track and monitor the Notice of Awards (NOA) for the grantees in the States of Illinois, Indiana and Minnesota
• This is a total of 159 grantees.

• As secretary for the Head Start Director for the Administration for Children and Families (ACF), I managed the administrative functions of the Head Start offices
• This included, coordinating communications of the Director, Head Start managers, and staff
• As assigned, I prepared briefing materials for the use of the Director and staff for use in meetings or other activities
• I researched information through coordination with internal/external ACF staff and other operating divisions
• I maintained knowledge of ACF, its functions, policies and procedures, programs, and office automation technology
• I provided customer service to ACF's stakeholders, grantees and staff
• I served as the focal point for coordinating requests from staff and operating branches within ACF
• As secretary, I assisted in the management of the office by using automation to efficiently perform my work assignments
• I established and maintained tracking systems and records; and performed scheduling, calendar maintenance and timekeeping
• I supported staff by assisting with special projects, briefings, research, and meetings
• Assignments included composing or assembling written materials, and/or compiling analysis, and summaries of program activities
• I prepared correspondence for the Head Start Director as well as provided assistance on special projects and initiatives that the Director is involved in
• I communicated with staff clearly and effective, both orally and in writing
• I kept the Director, program managers and staff informed of changes, progress and/or problems
• I participated as a team member in furthering the goals and priorities of ACF
• I insured coordination, within the office and with other units, in contribution to national and regional goals and activities
• I assisted with the facilitation of Head Start meetings and conferences
• Additional duties included preparing travel vouchers, making travel reservations and travel orders for staff
• I performed other duties as I was assigned.

Provided diverse clerical support to personnel

Reviewed records, paperwork, and orders for errors and resolved issues with minimal direction

Answered and routed incoming calls and took messages when personnel were not available