Administrative Skills, Business Administration, Calendar Management, Customer Support/Service, Data Collection, Data Entry, Database Technology, Detail Oriented, Documentation, Early Childhood Education, English Language, Family Educational Rights and Privacy Act (FERPA), Financial Administration, HIPAA (Health Insurance Portability and Accountability Act), Internal Audit, Interpersonal Skills, Leadership, Life Insurance, Logistics, Maintain Compliance, Microsoft Office, Multilingual, Multitasking, Nonprofit, Operational Communications, Operations Management, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Coordination, Purchasing/Procurement, Record Keeping, Regulatory Compliance, Reimbursement, Reporting Skills, Spanish Language, Staff Training, Systems Maintenance, Team Player, Telephone Skills, Time Management, Vision Plan, Writing Skills
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
Administrative & Office Operations
- 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
Program & Compliance Support
- 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
Communication & Coordination
- 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
Support of Program Initiatives
- 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.
Preferred Qualifications
Experience working within Head Start or early childhood programs. Knowledge of Head Start Performance Standards and compliance requirements. Bilingual (English/Spanish) a plus.
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.
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