Administrative Assistant

About the Role

The Administrative Assistant provides administrative support to the Center Director and the Early Head Start Program. This position initiates and coordinates clerical and secretarial functions for the effective implementation of administrative policies.

Key Responsibilities

• Uses effective organizing systems to provide administrative support to a variety of stakeholders and projects.
• Performs daily clerical duties and general admin support.
• Greets and assists visitors in a courteous and helpful manner.
• Acts as a point of contact for parent inquiries and general visitors.
• Performs data entry for special ongoing projects.
• Designs and edits drafts of correspondence, reports, forms, charts, memos, and other documents.
• Manages inventory of office supplies and initiates orders.
• Manages mail system and postal needs.
• Provides clerical support to other administrative assistant levels (minor word processing, assisting in mass mailings, typing address labels, shredding documents).
• Oversees the maintenance of manuals and forms for professional staff and ensures timely updates.
• Compiles materials for the preparation, editing, and distribution of the monthly newsletter.
• Maintains the confidentiality of correspondence, documents, discussions, meetings, and calls.
• Oversees the operation of office machines (copier, computer, fax, phone, mail machine).
• Attends Head Start operational staff meetings and develops timely meeting minutes.
• Coordinates record keeping and reporting.
• Facilitates fiscal management.
• Develops systems to effectively organize information and shares it as needed.
• Prioritizes delegated projects to accomplish tasks within specified timeframes and at a high level of quality.

Requirements & Tech Stack

• High school diploma required.
• AA/AS in business or related field preferred.
• Prior experience with office / general administration.
• Physical exam and background checks are required.
• Local or long-distance travel required up to 10% of the time for work-related meetings and functions.

Qualifications

• Computer
• Fax
• Phone
• Mail machine
• Copier