Administrative Assistant - Head Start

Job Description

Job Description

Administrative Assistant (Temp to hire)

Pay: $17.76 per hour

Schedule: Monday – Friday, 8:00 AM – 5:00 PM

Location: 100% On-Site S OKC 73109

Position Type: Full-Time

Position Overview

We are seeking a dependable and detail-oriented Administrative Assistant to support the Head Start Program Director and assist with the day-to-day administrative operations of the Head Start Program. This position will be responsible for record keeping, report preparation, correspondence, filing, meeting coordination, and supporting Policy Council activities.

The ideal candidate will have strong organizational and communication skills, excellent attention to detail, and the ability to manage multiple priorities in a professional office environment. This role will work closely with staff, families, schools, service providers, and other organizations to support successful transitions for children and families entering and leaving the Head Start Program.

Key Responsibilities

• Provide administrative support to the Head Start Program Director and program staff.
• Maintain accurate records, files, reports, and departmental documentation.
• Prepare correspondence, agendas, reports, forms, and other administrative materials.
• Coordinate and support Policy Council activities, including preparing agendas and monitoring attendance.
• Assist with tracking program information, including attendance, staff education, purchases, and other required records.
• Monitor compliance with Head Start policies, transition plans, and applicable program requirements.
• Serve as a liaison between program staff, families, schools, service providers, and other resources.
• Assist with family transition activities and provide information, training, and resources to families and staff.
• Support transportation and pedestrian safety training and related materials.
• Manage incoming correspondence and maintain organized filing systems.
• Design, update, and maintain departmental forms and administrative documents.
• Assist with audit and monitoring preparation by ensuring records are complete and accurate.
• Track and support ongoing staff training and professional development activities.
• Attend meetings, seminars, and training as required.
• Occasionally travel to off-site locations.
• Perform other administrative and Head Start-related duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Minimum of four years of office management or administrative experience; higher education may substitute for required experience.
• Proficiency with Microsoft Word, Excel, spreadsheets, databases, and other office software.
• Strong written and verbal communication skills with excellent grammar, spelling, and punctuation.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities, deadlines, and competing demands.
• Ability to maintain accurate records and reports.
• Professional and effective communication skills when working with diverse groups of individuals.
• Ability to maintain confidentiality and exercise sound judgment.
• Must be able to successfully pass an OSBI background check.

Working Environment

This position works in a professional office environment with frequent interruptions and requires the ability to work at a computer for extended periods. The position also requires regular sitting, standing, walking, typing, and filing. Employees must be able to lift and carry file boxes weighing up to 30 pounds for short distances.

Ideal Candidate

The ideal candidate is organized, dependable, professional, and service-oriented, with strong attention to detail and the ability to work independently while collaborating effectively with a team. A commitment to supporting children and families and maintaining accurate, confidential records is essential to success in this position.