Administrative Assistant

Administrative Assistant

The Administrative Assistant provides administrative, clerical, and operational support to the Head Start and Early Head Start leadership team to ensure the efficient day-to-day operation of program services. This position is responsible for maintaining records and personnel files, coordinating meetings and schedules, supporting purchasing and fiscal processes, preparing reports and correspondence, and assisting with organizational and communication activities that support program compliance and effectiveness.

The Administrative Assistant serves as a key resource in maintaining accurate documentation, office organization, and administrative systems while ensuring confidentiality and professional customer service.

Salary Grade: 11

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Anticipated Appointment Date:
July 2026.

The Administrative Assistant provides administrative, clerical, and operational support to the Head Start and Early Head Start leadership team to ensure the efficient and effective operation of program services. This position supports daily office functions, maintains records and documentation, assists with purchasing and fiscal processes, coordinates meetings and schedules, and provides customer service to staff, families, and community partners. The Administrative Assistant is responsible for maintaining accurate records, supporting program compliance, and ensuring administrative systems are organized and functioning effectively.

• Provide administrative and clerical support to program leadership and administrative staff.
• Prepare, edit, and distribute correspondence, reports, forms, presentations, and other program documents.
• Answer and route telephone calls, greet visitors, and respond to routine inquiries in a professional manner.
• Coordinate meetings, trainings, interviews, appointments, travel arrangements, and program schedules.
• Maintain program calendars and support day-to-day office operations.
• Establish, organize, and maintain confidential personnel, governance, and program records.
• Ensure employee files contain required documentation, including health screenings, background checks, and other compliance-related records.
• Enter, maintain, and update information in databases, tracking systems, and filing systems.
• Compile data and prepare recurring reports and documentation as requested.
• Collect, organize, and process receipts, invoices, purchase requests, and other fiscal documentation.
• Assist with procurement activities, inventory management, and coordination with vendors and suppliers.
• Support Board and Policy Council meetings by scheduling meetings, preparing materials, recording minutes, and maintaining governance records.
• Manage incoming and outgoing mail, distribute materials, and maintain document libraries and office files.
• Order, stock, and monitor office supplies and equipment.
• Maintain a professional, organized, and welcoming office environment.
• Protect the confidentiality of sensitive employee, child, family, and program information.
• Participate in required meetings, trainings, and professional development activities.
• Perform other duties as assigned to support the goals and objectives of the Head Start and Early Head Start program.

The above essential duties are representative of major duties in this position. Specific duties and responsibilities may vary based on departmental needs. Other duties may be assigned to the above, consistent with the knowledge, skills, and abilities required for the job. Not all of the duties may be assigned to a position.

Education:

High school education or GED.

Experience:

One (1) year of experience directly related to the duties and responsibilities listed above. Licensure:
Valid driver's license & reliable form of transportation. Physical exam and background checks are required for this position.

AA/AS in business or a related field preferred. Passion for helping children and families.

Proficient with Microsoft Office Programs. Strong organizational and time-management skills. An independent thinker with the ability to communicate effectively, both orally and in writing. The ability to meet changing deadlines and be able to multitask. Organizing and coordinating skills. Ability to maintain confidentiality of records and information. Ability to perform simple accounting procedures. Ability to understand and follow specific instructions and procedures.

Receptionist skills. Ability to maintain calendars and schedule appointments. Ability to create, compose, and edit written materials. Knowledge of supplies, equipment, and/or services ordering and inventory control. Skill in the use of operating basic office equipment. Records maintenance skills.…