Job Details

Administrative Assistant

To support the daily operations of all Head Start centers under the direction of the Operations Manager and to perform general administrative duties as a member of the program's administrative team.

Qualifications

Education/Certification

• High school diploma or GED certificate, some college preferred

Special Knowledge/Skills

• Strong written and verbal communication skills
• Ability to interact with diverse populations
• Effective/efficient interpersonal and analytical skills
• Ability to work cohesively on an interdisciplinary team
• Ability to consistently provide high level customer service
• Proficiency with computer systems and software applications (database, spreadsheets, word processing and some desktop publishing)
• Accurate note-taking skills
• Ability to maintain accurate and auditable records
• Ability to organize, prioritize and meet multiple deadlines
• Bilingual (English/Spanish) speaking and writing skills preferred

Experience

• Minimum three years of experience providing administrative support or related experience

Major Responsibilities and Duties

• Model HCDE and Head Start's mission, vision, and values.
• Provide administrative assistance to the Operations Manager and support the daily operations of the Head Start centers.
• Develop and maintain various record-keeping systems, including those for Head Start center licenses and permits, personnel assignments, and center supply orders.
• Serve as a liaison with Human Resources to facilitate all steps of the hiring process including application review, interview, recommendation, and placement.
• Submit reports and requested documents in a timely manner.
• Support the ordering of materials and management of inventory database for Head Start centers and the Operations team.
• Organize and manage routine work activities to support special projects or contracts. This includes, but is not limited to, responding to parent inquiries, scheduling meetings and appointments, recording meeting minutes, assisting with center licensing documents, tracking submission of assignments from Center Managers.
• Assist with the preparation for meetings, trainings and special events.
• Maintain confidentiality of information.
• Perform other duties as assigned.

Supervisory Responsibilities

• None