Program Assistant

Job SummaryThe Program Assistant provides administrative and programmatic support to ensure effective Head Start services and compliance with Head Start Performance Standards. The position supports staff, families, and program leadership through organized, accurate, and professional work practices.Competency AreaResponsibilitiesKey BehaviorsFront Office & Customer Service ExcellenceAnswer and route incoming calls using a multiline phone systemGreet and assist visitors, families, vendors, and employees in a professional and welcoming mannerProvide basic information about agency services, Head Start and Early Head Start enrollment, and employment opportunitiesDirect callers and visitors to appropriate staff or departmentsDemonstrates courtesy, patience, and professionalismCommunicates clearly and respectfully in English and SpanishMaintains a calm and welcoming demeanorRepresents the agency positively at all timesCommunication, Translation & Information SupportTranslate verbal and written communications between English and Spanish as neededTake accurate messages and ensure timely delivery to appropriate personnelCommunicate information clearly to diverse audiencesSupport effective communication across departmentsListens actively and communicates accuratelyMaintains confidentiality and discretionDemonstrates cultural sensitivityEnsures messages are complete and timelyClerical & Administrative SupportProvide clerical support including filing, copying, faxing, scanning, collating, and data entryAssist program departments with word processing and document preparationSupport Human Resources with clerical tasks as assignedMaintain organized and accessible recordsDemonstrates attention to detail and organizationCompletes tasks accurately and on timeFollows established proceduresManages multiple tasks effectively demonstrating a respectful demeanor.Mail, Supplies & Office OperationsReceive, sort, and distribute incoming mailCoordinate express mail services (FedEx, UPS, etc.) as neededMaintain office supply inventory by ordering, receiving, stocking, and distributing suppliesSupport daily office operations to ensure efficiencyAnticipates office supply needsMaintains orderly workspaces and systemsUses resources responsiblyFollows agency purchasing proceduresConfidentiality, Ethics & Professional ConductMaintain confidentiality of personnel files, child records, and agency informationAdhere to agency policies, procedures, and professional standardsExercise good judgment when handling sensitive informationSupport a respectful and professional office environmentDemonstrates integrity and discretionRespects privacy and confidentialityActs ethically and responsiblyCollaboration, Inclusion & Problem SolvingWork effectively with individuals from diverse educational, socioeconomic, and cultural backgroundsSupport individuals with disabilities and special needs appropriatelyAssist with identifying issues and supporting solutions within scope of rolePromote teamwork and positive relationshipsDemonstrates cultural responsiveness and inclusivityCommunicates respectfully with all individualsResponds positively to feedback and directionMaintains a cooperative and supportive attitudeReliability, Accountability & Workplace ReadinessMaintain regular and punctual attendanceAdhere to scheduled work hours (Monday–Friday, 8:00 a.m.–4:30 p.m.)Perform duties in a safe, timely, and professional mannerParticipate positively in agency activities and daily operations.Demonstrates dependability and consistencyFollows workplace expectations and schedulesTakes ownership of responsibilitiesMaintains a positive work ethicMinimum QualificationsHigh School Diploma or GEDMinimum of six (6) months of related clerical or administrative experienceMust be at least eighteen (18) years of ageFluent in English and Spanish (verbal and written)Proficient in Microsoft Word, Excel, office phone systems, and general office equipmentStrong verbal and written communication skillsAbility to work independently and exercise good judgmentAbility to pass all background checks and health screenings.Must be dependable, flexible, and responsive to program needs.Licenses/CertificationsCurrent CPR and First Aid certification (or ability to obtain).Valid Texas Driver LicenseBackground clearance as required by state and federal regulations.Working Conditions & Physical DemandsWork performed in a professional office environmentAbility to lift at least 40lbs.Primarily sedentary with occasional standing, bending, and filingAbility to lift files, open cabinets, and operate office equipmentPerforms other duties as assigned #J-18808-Ljbffr