Position Title: Head Start Administrative Assistant

Position Title: Head Start Administrative Assistant

Reports To: Deputy Director / Program Director
Salary: $45,000

Schedule: Monday - Friday 8AM - 5PM

Nights and Weekends may be required

Travel: 20%

Position Summary

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.

Disclaimer

The duties and responsibilities herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position. Related duties may be assigned by the supervisor. All duties are to be performed in conformance with agency policies and procedures and applicable laws.

Supervisory Responsibilities

This job has no supervisory responsibilities.

None required for position.
Other Requirements

Must be able to type or keyboard at least 50 words per minute accurately.

Employee must have a comprehensive knowledge of office machines, procedures and equipment.

Must be able to communicate effectively and get along with a wide variety of people.

Employee must be able to pass a criminal background record check and substance abuse test.

Ability to speak colloquial Spanish as a second language is a plus.

CONDITIONS OF EMPLOYMENT

Background check with state and Federal law enforcement agencies required. Selected applicants must submit to a pre-employment substance abuse screening test and receive a negative result for the use of drugs and alcohol as specified in agency policies. Must submit and receive negative results for random testing of same. The employee must have a valid North Carolina Driver's License. Must be able to pass a post-offer physical examination.

Action Pathways, Inc. is an “at-will” employer. Either the employee or Action Pathways, Inc. may terminate the employment arrangement at any time, with or without cause.

Management has the exclusive right to alter this job description at any time without notice. The job description or announcement is not an employment agreement or contract.

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

HOW TO APPLY

Applicants must apply online at www.actionpathways.ngo