Administrative Assistant

Description SUPERVISOR : Head Start Director SUPERVISES: None WORK PERIOD: 12 months per year EXEMPTION STATUS: Non-Exempt The Head Start Administrative Assistant provides essential administrative support to the Head Start Director and program team, helping keep program operations organized, efficient, and compliant. This position coordinates and supports training activities, contracts, reporting, program communications, and other administrative functions that contribute to the successful delivery of Head Start services.

The Administrative Assistant also assists with program planning, compliance monitoring, and coordination across program areas to ensure services are integrated and aligned with Head Start Performance Standards and program goals. The ideal candidate is organized, dependable, detail-oriented, and committed to supporting children, families, and the community.

What You'll Do

• Interact with Head Start participants, community members, and staff in a respectful and professional manner that reflects the mission and values of the program.
• Provide administrative support to the Head Start Director and Program Managers, including calendar management, correspondence preparation, meeting coordination, agenda development, report preparation, and event logistics.
• Assist with invoice processing, purchasing documentation, and other routine administrative financial functions.
• Assist with grant research, program self-assessments, and preparation of the Annual Head Start Report and other required program reports.
• Support training activities by coordinating schedules, registrations, materials, meeting space, and related logistics.
• Assist the Head Start Director with tracking corrective actions, maintaining compliance documentation, and coordinating follow-up activities related to audits, monitoring reviews, and program assessments.
• Attend staff meetings, workshops, and training sessions as assigned.
• Adhere to the ECKAN Code of Ethical Conduct in all work activities.
• Maintain confidentiality of all agencies, employees, participants, and program information.
• Prepare, distribute, maintain, and organize reports, correspondence, meeting materials, records, inventory, and other administrative documentation in accordance with agency policies, procedures, and regulatory requirements.
• Perform other duties as assigned to support program operations and agency objectives.

Requirements

• Bachelor’s degree in business administration, Public Administration, Human Services, Early Childhood Education, or a related field preferred. Equivalent education and relevant administrative experience may be substituted.
• Minimum three years of administrative, office support, or program support experience preferred
• Strong written and verbal communication skills.
• Excellent organizational, time management, and multitasking abilities.
• Proficiency in Microsoft Office and general office technology.
• Ability to maintain confidentiality and exercise professional judgment.
• Ability to establish and maintain effective working relationships with staff, families, community partners, and the public.
• Must be able to pass required background checks and health screenings.
• Possess a valid driver's license and comply with ECKAN insurance requirements, as applicable.
• Ability to sit, stand, walk, bend, stoop, and perform routine office activities.
• Ability to occasionally lift and carry up to 40 pounds.
• Ability to perform other physical activities associated with supporting program operations.