Administrative Assistant V

Job Description

Job Description

Job Description Summary:   Administrative Assistant V provides high-level administrative and operational support to the Director of Educational Services, Deputy Director, management team, and assigned programs . This position serves as the primary administrator for the Administrative Office/Suite and is responsible for managing complex scheduling, executive support functions, office operations, personnel compliance tracking, records management, meeting coordination, data reporting, and organizational communications.

The Administrative Assistant V serves as a key liaison among staff, management, vendors, families, and external stakeholders, ensuring efficient operations, timely communication, and compliance with organizational and program requirements. This position requires exceptional organizational skills, professionalism, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. 

Position Requirements Summary :

Education and Experience

Required

• High School Diploma or equivalent.

Preferred

• Associate degree in Business Administration, Office Management, Human Resources, or a related field.

Experience

• Minimum of five (5) years of administrative support, office management, or related experience.
• Experience supporting executive leadership and management teams.
• Experience coordinating schedules, meetings, events, and organizational activities.
• Experience preparing reports, correspondence, presentations, and meeting materials.
• Experience maintaining records and filing systems.
• Accounting, budget, procurement, and contract administration experience preferred.
• Experience working with families and young children is preferred.
• Experience in a fast-paced environment with multiple deadlines and competing priorities.

Technical Skills

• Strong mathematical, analytical, and problem-solving skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Proficiency with virtual meeting platforms such as Microsoft Teams and Zoom.
• Experience maintaining electronic filing systems and SharePoint sites.
• Ability to create, analyze, and maintain spreadsheets, reports, databases, and tracking systems.

Professional Standards

• Maintain the highest level of confidentiality and professionalism.
• Demonstrate reliability, accountability, and ethical conduct in all aspects of work.
• Comply with all agency policies, procedures, and regulatory requirements.
• Exercise sound judgment when handling sensitive, confidential, and personnel-related matters.

Communication Skills

• Demonstrated ability to communicate effectively, professionally, and tactfully in both written and verbal formats.
• Ability to interact successfully with coworkers, supervisors, executive leadership, families, customers, vendors, community partners, and regulatory agencies.
• Strong business writing skills, including correspondence, reports, meeting minutes, and presentations.
• Excellent customer service and telephone etiquette skills.

Responsibilities and Duties:

Administrative and Office Management

• Serve as the primary point of contact for the Administrative Office/Suite and support daily office operations.
• Prepare, edit, and distribute correspondence, reports, presentations, meeting materials, and other business documents.
• Manage calendars, appointments, schedules, and meeting logistics, including resolving scheduling conflicts.
• Maintain filing systems, records, and office inventory to ensure accuracy and accessibility.
• Coordinate travel arrangements, conference registrations, and special event logistics.
• Conduct research and compile data for reports, projects, and program activities.
• Prepare meeting agendas, packets, supporting documents, and minutes.
• Process procurement requests, expenditure requests, and related administrative documents.
• Monitor office supply levels and initiate purchase requests as needed.
• Maintain assigned SharePoint sites and electronic document management systems.
• Retrieve, process, distribute, and maintain incoming and outgoing correspondence and mail.
• Assist with organizational communications and distribution of promotional or informational materials.
• Recommend improvements to administrative processes and office procedures to enhance operational efficiency.

Executive Support

• Provide direct administrative support to the Vice President and Director of Educational Services.
• Coordinate executive calendars, meetings, appointments, and travel arrangements.
• Prepare executive correspondence, reports, presentations, and briefing materials.
• Coordinate agency-wide data collection initiatives and reporting activities.
• Monitor grant deadlines, compliance requirements, and critical organizational due dates.
• Track assignments, action items, and deliverables to ensure timely completion.
• Follow up with management staff regarding pending assignments and organizational priorities.
• Assist with vendor relationships, contract administration, and contract renewal tracking.
• Process Expenditure Request Forms (ERFs) and other documents requiring executive approval or signature.
• Maintain confidentiality of sensitive organizational, personnel, financial, and program-related information.
• Generate meeting minutes and distribute follow-up action items as required.

Policy Council and Board Support

• Draft, edit, proofread, and coordinate Board Books and related meeting materials.
• Ensure the accuracy, completeness, and timely distribution of materials to council and board members.
• Coordinate meetings, special events, and organizational functions.
• Arrange meeting locations, room setup, catering services, technology requirements, and related logistics.
• Maintain records and documentation of meeting activities and actions.
• Prepare and distribute meeting notices, agendas, minutes, and supporting documentation.

Personnel Compliance and Records Management

• Maintain copies of Head Start and Early Head Start personnel files for program compliance purposes.
• Track and maintain staff training, credentialing, and certification requirements.
• Monitor compliance with CPR, First Aid, physical examinations, TB screenings, background checks, urinalysis testing, Medication Administration Training, and other required certifications.
• Maintain accurate personnel and program documentation to support regulatory compliance, audits, and monitoring reviews.
• Coordinate reminders regarding expiring certifications, training requirements, and compliance deadlines.
• Maintain records in accordance with agency, state, federal, and Head Start Performance Standards.

Organizational Support

• Assist management staff with data collection, reporting, and administrative projects.
• Support implementation and monitoring of organizational performance standards, including CSBG/ROMA requirements.
• Ensure administrative processes support compliance with agency goals, grant requirements, and program objectives.
• Provide backup support for postal services, records management, procurement activities, and customer data systems.
• Submit recommendations for policy and procedure improvements for approval prior to implementation.
• Perform additional duties and special projects as assigned.

Knowledge, Skills, and Abilities

• Advanced administrative, organizational, and time-management skills.
• Strong attention to detail, accuracy, and follow-through.
• Ability to manage multiple priorities and deadlines simultaneously.
• Excellent customer service and interpersonal communication skills.
• Strong report-writing, business-writing, and presentation skills.
• Effective meeting planning and event coordination abilities.
• Ability to exercise independent judgment and sound decision-making.
• Ability to maintain confidential and sensitive information.
• Strong analytical and problem-solving skills.
• Ability to work independently and collaboratively within a team environment.
• Advanced proficiency in Microsoft Excel, including data tracking and reporting functions.

Perform other duties as assigned.

Licenses and Certifications

• Valid Maryland Driver's License
• CPR Certification
• First Aid Certification

Special Requirements

• State and Federal Bureau of Investigation Criminal Background Check
• National Sex Offender Public Registry Check
• Physical Examination and Tuberculin PPD Tine Test at hire and annually.
• Pre-Employment, Random, Post-Accident, and Reasonable Suspicion Drug and Alcohol Testing

Physical Demands

• Effort Level: Limited physical effort 
• Requirements:
  • Minimal physical activity
  • Primarily sedentary or light tasks

Application Instructions:

Applications Accepted By:

• Mail: SMTCCAC, Inc. – Human Resources Department P.O. Box 280 Hughesville, MD 20637
• Online: