Program Assistant

Job Summary The Program Assistant provides administrative and programmatic support to ensure effective Head Start services and compliance with Head Start Performance Standards. The position supports staff, families, and program leadership through organized, accurate, and professional work practices.

Competency Area Responsibilities Key  Behaviors Front Office & Customer Service Excellence Answer and route incoming calls using a multiline phone system

Greet and assist visitors, families, vendors, and employees in a professional and welcoming manner

Provide basic information about agency services, Head Start and Early Head Start enrollment, and employment opportunities

Direct callers and visitors to appropriate staff or departments

Demonstrates courtesy, patience, and professionalism

Communicates clearly and respectfully in English and Spanish Maintains a calm and welcoming demeanor

Represents the agency positively at all times

Communication, Translation & Information Support Translate verbal and written communications between English and Spanish as needed

Take accurate messages and ensure timely delivery to appropriate personnel

Communicate information clearly to diverse audiences

Support effective communication across departments

Listens actively and communicates accurately

Maintains confidentiality and discretion

Demonstrates cultural sensitivity

Ensures messages are complete and timely

Clerical & Administrative Support Provide clerical support including filing, copying, faxing, scanning, collating, and data entry

Assist program departments with word processing and document preparation

Support Human Resources with clerical tasks as assigned

Maintain organized and accessible records

Demonstrates attention to detail and organization

Completes tasks accurately and on time Follows established procedures

Manages multiple tasks effectively demonstrating a respectful demeanor.

Mail, Supplies & Office Operations Receive, sort, and distribute incoming mail Coordinate express mail services (Fed Ex, UPS, etc.) as needed

Maintain office supply inventory by ordering, receiving, stocking, and distributing supplies

Support daily office operations to ensure efficiency

Anticipates office supply needs

Maintains orderly work spaces and systems

Uses resources responsibly

Follows agency purchasing procedures

Confidentiality, Ethics & Professional Conduct Maintain confidentiality of personnel files, child records, and agency information

Adhere to agency policies, procedures, and professional standards

Exercise good judgment when handling sensitive information

Support a respectful and professional office environment

Demonstrates integrity and discretion

Respects privacy and confidentiality

Acts ethically and responsibly

Collaboration, Inclusion & Problem Solving Work effectively with individuals from diverse educational, socioeconomic, and cultural backgrounds

Support individuals with disabilities and special needs appropriately

Assist with identifying issues and supporting solutions within scope of role Promote teamwork and positive relationships

Demonstrates cultural responsiveness and inclusivity

Communicates respectfully with all individuals

Responds positively to feedback and direction

Maintains a cooperative and supportive attitude

Reliability, Accountability & Workplace Readiness Maintain regular and punctual attendance

Adhere to scheduled work hours (Monday–Friday, 8:00 a.m.–4:30 p.m.)Perform duties in a safe, timely, and professional manner

Participate positively in agency activities and daily operations.

Demonstrates dependability and consistency

Follows workplace expectations and schedules

Takes ownership of responsibilities

Maintains a positive work ethic

Minimum Qualifications High School Diploma or GED Minimum of six (6) months of related clerical or administrative experience

Must be at least eighteen (18) years of age Fluent in English and Spanish (verbal and written)
Proficient in Microsoft Word, Excel, office phone systems, and general office equipment

Strong verbal and written communication skills

Ability to work independently and exercise good judgment

Ability to pass all background checks and health screenings.

Must be dependable, flexible, and responsive to program needs.

Licenses/Certifications Current CPR and First Aid certification (or ability to obtain).Valid Texas Driver License Background clearance as required by state and federal regulations.

Working Conditions & Physical Demands Work performed in a professional office environment

Ability to lift at least 40lbs.

Primarily sedentary with occasional standing, bending, and filing

Ability to lift files, open cabinets, and operate office equipment

Performs other duties as assigned
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