Head Start Administrative Assistant

Head Start Administrative Assistant

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
• Coordinate 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

• Assist 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
• Assist with enrollment documentation and ERSEA record tracking as needed

• 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

• Assist with implementation of program activities, family events, and professional development logistics
• Support 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.

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.

Other Requirements

Must be able to type or keyboard at least 50 words per minute accurately. Employee 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. Employee 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.

Employee Benefits Package

• Competitive pay with periodic Cost of Living Adjustments (COLA)
• Zero-cost Health, Dental, Vision, Life Insurance, Short-Term Disability (Employee only)
• Retirement plan with 100% employer matching
• Paid scheduled Vacation/Sick/Personal leave
• 13 Paid Holidays
• Winter break (2 weeks w/leave)
• Spring Break (for Head Start)
• Summer Break (for Head Start)
• Paid professional development training
• Education assistance after one year employed
• Auto mileage reimbursement for official travel
• Employee discounts
• Bragg Mutual Credit Union Membership
• Employee Recognition Events