Head Start is committed to establishing a learning environment in which children, parents, and staff can teach and learn from one another. To accomplish this goal, staff must display sensitivity to and knowledge of the community’s cultural differences and issues. All Head Start shall agree to abide by the program’s standards of conduct introduced during pre-service and/or orientation. Employee orientation, pre-service and in-service training are provided in order to assist staff and volunteers in acquiring or increasing the knowledge and skills needed to fulfill their job responsibilities.

The Administrative Assistant provides administrative and clerical support. The Administrative Assistant is responsible for development and/or maintenance of filing systems, and general support to the various content or program areas. The Administrative Assistant may need become and perform notary public functions. The Administrative Assistant works in conjunction office staff with other managers to ensure accountability in content areas toward the overall effectiveness of the total Head Start Program. Must be well organized and able to communicate effectively with all staff. Must have a positive attitude, work in a team-oriented environment, be flexible and accountable for all assignments.

ESSENTIAL JOB FUNCTIONS

• Provide day-to-day support to assigned sector of the Head Start program operations.

• Develop and/or maintain filing systems, assuring that all files are maintained according to policy

• Prepare correspondence, memos, and other documents

• Files Head Start, pertinent committee related documents, correspondence, and reports

• Use all basic office equipment in an efficient and effective manner

• Check documents for accuracy and completeness

• Assist management, parents, volunteers, consultants, and other staff in the operations of the Head Start Program, including record maintenance such as policies and procedures

• Establish, maintain, and foster positive and harmonious working relationships.

• Assure confidentiality of all children, families, and co-workers.

• Must be focused on excellence and continuous improvement

• Assist in the development of annual Program Information Reports and monthly reports to Policy Council, Parent Committees, and Program Managers, staff or others.

• Inventory and document materials and supplies

• Inventory and organize work areas for office operations, meetings, and material/supplies storage areas.

• Assist in the coordination with other content areas to ensure quality integration.

• Ensure accurate and appropriate records/documentations are maintained.

• Assist with the organizing source documents and inputting data into ChildPlus System.

• Attend all required meetings as required by the Head Start Director.

• Ensure TDFPS regulations are followed to maintain license.

• Prepare timely and accurate work.

• Prepare mail outs and all other meeting documents and/or mass mailing as required.

• Show up to work, on time, ready to work scheduled hours.

• Responsible for reporting to their immediate supervisor or designee if they witness or see anything present or anyone not following the SPCAA procedures or processes that place a person or program records at risk.

• Capture, value and appropriately document In-Kind, non-federal share.

OTHER REPONSIBILITIES OR JOB REQUIREMENTS

• Ensure time sheets are submitted accurately and timely on a bi-weekly basis.

• Compile reports as needed

• May document procedures

• The ability to perform in an environment of change and ambiguity

• Perform well in a proactive and reactive mindset.

• Ability to operate modern office equipment including computer equipment. Proficiency in MS Word, Excel, PowerPoint and Outlook are a must.

• Ability to work in a team environment as well as independently with good time office skills and flexibility.

• Ability to handle and prioritize a variety of assignments and meet deadlines.

• Demonstrate awareness and sensitivity of cultural community issues

• Must embrace the principle of the parent as the primary educator and support attachment of parent and child.

• Ability to balance a variety of duties. Prioritized and meet deadlines required.

• Ability to understand and carry out instructions and procedures with minimal supervision.

• Answer inquires concerning division functions either verbally or in writing.

• Must be aware of the legal and professional responsibilities with regard to reporting suspected child abuse and neglect by parents, staff members, and others, in accordance with the provisions of Federal, State, or local law.

• The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employees may perform other related duties and special projects as assigned.

QUALIFICATIONS

• Education/Experience: Associate Degree preferred in a Business or related field required and experience as well as knowledge of administrative duties.

• Experience in working with volunteers

• Two Years experience may be substituted for one year of college, if approved by Executive Director.

• Excellent computer skills

• Excellent communication and organizational skill required. Ability to communicate effectively with other team members and management.

• Ability to balance a variety of duties, prioritized and meet deadlines required.

• Excellent computer abilities within a Windows software environment required.

• Ability and desire to work with diverse populations required.

• Ability to understand and carry out instructions and procedures required.

• Available for a flexible work schedule, including night and weekend work.

• Must be flexible and able to adapt to change in the workplace.

• Must be willing to take and pass a drug/alcohol test and comply with the “Drug Free”: Agency Policy

• Must be able to pass regular criminal history checks.

• Must submit to TB tests as required.

• Must possess ability to provide reliable self-transportation capable of regional travel. Must possess and maintain valid Texas motor vehicle operator’s permit of appropriate classification and endorsement as required. Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law. MVR background checks may be conducted by the agency.

PHYSICAL DEMANDS

• Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting or standing for extended periods of time, drive or ride in sedan, bus or van, and operating assigned office equipment, and perform other duties as assigned.

• On occasion, employee must lift and/or move up to 30 pounds.

• Frequent bending and/or squatting required.

• Occasional pushing or pulling of weight over 25 pounds.

• The physical requirements in an office environment may require lifting boxes of supplies, equipment and occasional adjustments of office furniture.

WORK ENVIRONMENT

• Ability to adapt to inclement weather conditions and/or situations.

• Ability to drive long distances within the South Plains region.

• Noise level within office environment is normally moderate.

• Ability to work in a stressful environment and deal effectively with stress.

• Ability to perform duties and adapt to flexible work schedules as established by management.

TRAVEL REQUIREMENTS

• Normal travel-ability to travel for meetings or trainings in or out of the service area.

• Ability to travel by automobile and air as required.

• Overnight travel as required.