Head Start Administrative Assistant

Overview
We are seeking a dynamic and highly organized Head Start Administrative Assistant to join our team and support the efficient operation of our early childhood education programs. This vital role involves providing comprehensive administrative support, managing office functions, and ensuring smooth communication between staff, families, and community partners. The ideal candidate will bring enthusiasm, exceptional organizational skills, and a passion for fostering positive early learning experiences. Your energetic approach will help create a welcoming environment where children and families thrive!

Duties

1. Maintain confidentiality.

2. Prepare Department of Human Services (DHS) center licensing renewal packets.

3. Monitoring and reporting of data management programs (Childplus/DRDP/Enterprise). Arrange for appropriate training for staff using the programs.

4. Assist Program Director with information and materials dissemination for governing bodies. Assist with meeting preparations.

5. Assist in collating information for the annual Report to the Public and CSBG report. Assist with the annual self-assessment and summary report.

6. Complete summary reports for non-federal (in-kind) resources as required for funding match including policy council hours and NAEIR orders. Submit required reports to the Program Director.

7. Prepare and update annual school calendars.

8. Assist staff with access, corrections, and reporting from the ChildPlus software program.

9. Responsible for completing annual inventory in conjunction with the finance department. Add and remove materials, equipment and other program property, as appropriate.

10. Submit written reports, as needed, to the Head Start Program Director for submission to governing bodies and funding sources.

11. Assist in monitoring, data entry, and reporting of staff training, including onboarding.

12. Arrange for or perform office procedures including proofreading, data entry, filing, copying, distribution, and delivery of supplies to the centers.

13. Participate in training events and meetings as requested by the Head Start Director.

14. Knowledgeable of and responsible for the implementation of the Head Start Performance Standards and aware of the Agency’s other programs, mission and goals.

15. Model professional behavior and dress code.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Minimum of AA in business, human services, education, or related field. Prefer experience in data management and professional office procedures.

COMPUTER SKILLS: Proficient in Windows, Microsoft Office Products, Excel, e-mail, and internet; ability to learn Head Start specific software.

LANGUAGE SKILLS: Ability to read, analyze and interpret general technical manuals. Ability to write reports and business correspondence. An employee must also have the ability to communicate effectively both verbally and in writing.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate discounts, interest, proportions, percentages, and volume.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

OTHER REQUIREMENTS: Must be able to travel throughout the four-county service area regularly and travel occasionally, state and nationwide. Must have a valid driver’s license, access to a vehicle, and be insurable. Prior to employment, and every three years thereafter, employee must have a physical examination with a TB screening (documented on DHS form 470-5152). Upon hire, and as required thereafter, must submit fingerprints for a national criminal record check. Upon hire, and as required thereafter, must obtain/maintain current: First Aid and CPR certification, Mandatory Child Abuse and Neglect certification, Medication Administration training, Universal Precautions, Nutrition/Civil Rights training as required by our regulatory agencies. Employee must have access to working telephone and must keep Central Office informed of the current telephone number.

PHYSICAL DEMANDS: The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to talk and hear; to stand, walk and sit. The employee is occasionally required to reach with hands and/or arms; climb or balance; stoop, kneel and crouch. The employee may occasionally lift and/or move objects up to fifty (50)pounds. Specific vision abilities requiredby this job include close vision, distance vision, and the ability to adjust focus. Specific hearing abilities required are good hearing to enable answering of phone with noise in the background. Also, the employee must have easily understood speech and a pleasant speaking voice.

WORK ENVIRONMENT: The work environment characteristics describedhere are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. The employee may occasionally work evenings and/or weekends. Employee may travel in inclement weather.

Pay: $16.33 - $17.67 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $16 - $18