Head Start Administrative Assistant

Position Summary

The Head Start Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the Head Start program. This role serves as a central point of coordination for office operations, communication, record management, and program support across all focus areas, including Education, Family Services, Health, ERSEA, and Fiscal. The Administrative Assistant plays a vital role in maintaining compliance with Head Start Performance Standards while supporting the program's mission of promoting school readiness for children and families.

Essential Duties And Responsibilities

• Provide daily administrative support to program leadership and management staff
• Maintain organized electronic and paper filing systems in compliance with Head Start and agency record-keeping requirements
• Cook off calendars, schedule meetings, prepare agendas, and document minutes
• Manage office supplies and coordinate purchasing requests
• Receive, route, and respond to phone calls, emails, and correspondence in a professional manner
• Program & Compliance Support
• Aid with preparation and tracking of documentation for federal reviews, monitoring, audits, and internal compliance activities
• Support data collection, entry, and reporting across program focus areas
• Maintain confidential child, family, and personnel records following HIPAA and FERPA standards
• Aid with enrollment documentation and ERSEA record tracking as needed
• Communication & Coordination
• Serve as a liaison between program leadership, staff, families, and community, partners
• Coordinate communication for program events, trainings, and staff meetings
• Prepare reports, memos, letters, and presentations as requested
• Support of Program Initiatives
• Assist with implementation of program activities, family events, and professional development logistics
• Aid with special projects and agency initiatives as assigned
• Maintain tracking systems for deadlines, deliverables, and compliance milestones

Required Qualifications

• Associate's degree in Business Administration, Office Administration, or related field (Bachelor's preferred)
• Minimum of two (2) years of administrative experience, preferably in early childhood education, human services, or nonprofit environment
• Proficiency in Microsoft Office Suite and database systems
• Strong organizational, time-management, and multitasking abilities
• Demonstrated professionalism, confidentiality, and attention to detail

Preferred Qualifications

• Experience working within Head Start or early childhood programs
• Knowledge of Head Start Performance Standards and compliance requirements
• Bilingual (English/Spanish) a plus

Core Competencies

• Excellent written and verbal communication
• Strong interpersonal and customer service skills
• Ability to manage multiple priorities in a fast-paced environment
• Commitment to Head Start philosophy and mission
• Collaborative team player with initiative and problem-solving skills

Work Environment & Expectations

This position requires regular interaction with staff, families, and community partners. Occasional evening or weekend hours may be required to support program events and meetings.

Disclaimer

The duties and responsibilities herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position. Related duties may be assigned by the supervisor. All duties are to be performed in conformance with agency policies and procedures and applicable laws.

Supervisory Responsibilities

This job has no supervisory responsibilities. None required for position.

Other Requirements

• Must be able to type or keyboard at least 50 words per minute accurately
• Must have a comprehensive knowledge of office machines, procedures and equipment
• Must be able to communicate effectively and get along with a wide variety of people
• Must be able to pass a criminal background record check and substance abuse test
• Ability to speak colloquial Spanish as a second language is a plus