Administrative Assistant to the Head Start Director

Child, Inc; Austin (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Child, Inc. in Austin, TX seeks an experienced administrative professional to provide high-level support to the Head Start Director. Responsibilities include calendar management, email and phone duties, data retrieval, and project support for Policy Council members.

The role includes documenting meetings, maintaining records, and supervising the Receptionist to ensure top-tier customer service for clients, staff, and the community.

Qualifications

• High School Diploma or GED required.
• Minimum of two (2) years' work in Senior Administration or Executive Assistant roles.
• Advanced level in Excel, Word, and PowerPoint.
• Excellent communication and public relations skills and the ability to deal with confidential issues.
• Experience in recording, transcribing and distributing minutes of meetings.
• Must pass all criminal history background checks.

Responsibilities

• Prepare and draft confidential administrative correspondence, memos and reports.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Attend meetings to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Coordination of the Head Start Director's schedule.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Screen and prioritize incoming mail; bring incoming information needing prompt attention to the immediate attention of Head Start Director.
• Greet and direct participants of meetings with Head Start Director.
• Responsible for establishing and maintaining official documents and records in appropriate files to ensure organization of materials.
• Provide official notifications to parents as directed by the Head Start Director.

Education

High School Diploma or GED

Tools

Excel

Word

PowerPoint

Job description

Position Purpose

Provide high-level administrative support to the Head Start Director. This includes but is not limited to calendar scheduling, email and phone communication, customer service, project management updates, retrieving and collating data, as well as the timely anticipation of anything else that might be required. Additionally, this position will provide office management and project support to Policy Council members by performing logistical arrangements for meetings and being responsive to Council member requests for administrative support related to their service on the Council. Supervise the Receptionist and responsible for ensuring that client, staff and community needs are addressed at the highest levels of customer friendly services.

Essential Duties and Responsibilities

Administrative

• Prepare and draft confidential administrative correspondence, memos and reports.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Attend meetings to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Coordination of the Head Start Director's schedule.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Screen and prioritize incoming mail; bring incoming information needing prompt attention to the immediate attention of Head Start Director.
• Greet and direct participants of meetings with Head Start Director.
• Responsible for establishing and maintaining official documents and records in appropriate files to ensure organization of materials.
• Provide official notifications to parents as directed by the Head Start Director.

Personal and Professional Development

• Assure confidentiality of all program information and family and staff confidentiality by limiting conversation about them and accessibility to their records.
• Maintain professional boundaries in relationship to staff and families.
• Any person who suspect's child abuse or neglect is required to report suspicions to the appropriate agency (as defined below) within 48 hours after the abuse or neglect is first suspected.
• Comply with Child Inc. Personnel Policies and Procedures, with Standards of Conduct, and with OHS Standards.

General Knowledge, Skills and Abilities

• Must have excellent proofreading skills.
• Must be a self-starter and work well with minimal supervision.
• Must be flexible with work hours and willing to work overtime when needed.
• Must have the ability to deal with many tasks simultaneously, and have highly developed skills of prioritization.
• Basic knowledge of Spanish (not necessarily bilingual), with some vocabulary and understanding of rudiments, is preferred, but not required.
• Must have the ability to work and maintain high standards of professional ethics with persons of different racial, ethnic, economic, and social backgrounds.

Minimum Qualifications:

• High School Diploma or GED required.
• Minimum of two (2) years' work in Senior Administration or Executive Assistant roles.
• Advanced level in Excel, Word, and PowerPoint.
• Excellent communication and public relations skills and the ability to deal with confidential issues.
• Experience in recording, transcribing and distributing minutes of meetings.
• Must pass all criminal history background checks.