Administrative Assistant - Early Head Start/Head Start...

Location: ESC Region 15 - San Angelo, Texas
Reports To: Early Head Start/Head Start Director
Position: Non-Exempt, 236 Days
Salary: Contingent upon ESC Region 15 Salary Schedule

Primary Purpose:
Provide support and efficient administrative assistance to the Early Head Start/Head Start program Director. 

Performance Responsibilities:
  • Perform general duties of administrative assistant to the Early Head Start/Head Start Director.  Duties include correspondence, mail distribution, appointment calendar, travel arrangements and expenses, filing, purchasing requisitions, telephone messages, etc.
  • Perform employee background/criminal history and DFPS background check inquiries on all Head Start staff.
  • Maintain system for ensuring staff and contractual staff are in compliance with credentials, criminal history checks/fingerprinting and training requirements.
  • Responsible for maintaining confidentiality of all matters.
  • Prepare documents required for program operations as well as prepare and maintain records for policy committee meetings and department meetings.
  • Assist the Program Director with meeting preparation for Policy Committee and ESC Board meetings.
  • Oversee Head Start employee orientation and conduct/maintain personnel records management of Head Start campus staff
  • Communicate effectively with clients and/or staff members, utilizing proper channels and in a professional manner.
  • Provide support to consultants with workshop preparation.
  • Demonstrate cooperation, consideration, and professional courtesy with clients and staff members.
  • Participate in professional development for Head Start performance standards, HR requirements, applicable program requirements, etc.
  • Exhibit initiative by expressing opinions and suggesting changes while remaining respectful and courteous to others.
  • Utilize good judgment in making decisions appropriate for job responsibilities.
  • Ability to multi-task and function efficiently in a fast paced environment with short timelines.
  • Exhibit flexibility and the ability to adapt to change positively in response to changing circumstances.
  • Be proactive and self-motivated by performing assigned tasks and completing assignments without continuous supervision.
  • Follow established administrative policies and procedures.
  • Prepare general correspondence and agendas.
  • Demonstrate proper and efficient use of ESC materials and equipment
  • Maintain an organized work area.
  • Adhere to work schedules and attendance policies.
  • Maintain budget status, documenting expenses for each budget and maintain a daily balance.
  • Process all purchasing requests, placing orders, and receiving of products in a timely manner.
  • Will assume responsibility of office management such as distributing workload, if necessary, and/or other responsibilities applicable to good office procedures.
  • Maintain inventory for department and Head Start Campuses.
  • Perform other duties as assigned by Early Head Start/Head Start Director and/or Executive Director.
  • Bachelor's Degree (preferred)
  • Office Management
  • Three years acceptable experience with some business orientation or equivalent business school background
  • Computer skills to include Microsoft Office – specifically Excel, Outlook, and Word; desktop publishing using Microsoft and Adobe. Software and network systems are in a Windows environment
  • Filing system skills
  • Multi-line telephone capabilities/switchboard
  • Ability to professionally deal with staff and clients
  • Possess strong communications and customer service skills 
Contact Information:
Robin Harmon
Director, Early Head Start/Head Start