Head Start Administrative Assistant

Community Action Agency of Oklahoma City & OK/CN Counties, Inc.; Oklahoma City (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

Community Action Agency of Oklahoma City & OK/CN Counties, Inc. seeks an Assistant to the Program Director to provide office management, record-keeping, and report preparation while upholding teamwork, integrity, and respect.

The role coordinates Policy Council activities, supports transitions for Head Start families, and ensures compliance with Head Start Act, Performance Standards, and agency plans.

Occasional travel may be required; strong communication and training abilities are essential.

Qualifications

• Minimum: High School Diploma.
• Four years of office management experience with increasing responsibility.
• Higher education may substitute for experience.
• Proficiency in word processing, spreadsheets, and database programs.
• Mastery of grammar, spelling, and punctuation for professional correspondence.
• Ability to plan time effectively and manage multiple demands.
• Ensure accuracy in record-keeping and reporting.

Responsibilities

• Coordinate activities of the Policy Council and support Head Start transitions.
• Maintain accurate records for Average Daily Attendance, staff education, and purchases; prepare agendas.
• Monitor advisory committee attendance and ensure transparency.
• Provide training and materials on transportation/pedestrian safety to parents and staff.
• Design and update departmental forms; contribute to program management improvements.

Skills

Office management

Record-keeping

Communication

Time management

Confidentiality

MS Office proficiency

Education

High School Diploma

Tools

MS Office Suite

Job description

JOB SUMMARY:

Serves as Assistant to the Program Director in a support capacity, demonstrating a strong commitment to teamwork, integrity, and innovation. Performs general record-keeping and report preparation duties while fostering collaboration, clear communication, and respect for all individuals.

Responsible for coordinating the activities of the Policy Council and supporting services related to the transition of families into and from the Head Start Program. Ensures all work reflectshonesty, accountability, and alignment with the Head Start Act, Performance Standards, Agency Written Plans, and all applicable ACF and DHS guidelines.

This role requires a solution-oriented mindset, with the ability to adapt, respond, and help implement meaningful change to better serve children, families, and the community.

DUTIES AND RESPONSIBILITIES:

Partners:

• Teamwork & Connections: Act as a liaison between program staff, service providers, and community resources to ensure shared success. Collaborate with local schools and agencies to support family transitions.
• Listen & No Judgment: Provide technical assistance and training to transitioning families with a supportive, empathetic mindset.
• Support & Service: Deliver training and materials on transportation/pedestrian safety to parents and staff, ensuring a service-oriented environment.
• Curious & Builders: Contribute to the program design and management team to help build and improve systems.

Integrity:

• Trust & Honest: Participate in planning for audits and reviews with total transparency and high standards.

• Responsible & Accountable: Maintain accurate records for Average Daily Attendance, Staff Education, and Purchases. Prepare agendas and monitor attendance for the Advisory Committee.
• Consistent & Fair: Monitor compliance with Policy Council activities and Agency Transition Plans to ensure processes are transparent and aligned with expectations.
• Questions Welcome: Maintain an open environment where "Questions Welcome" is the standard during staff training and monitoring.
• High Expectations: Manage incoming correspondence and filing systems with professionalism and meticulous attention to detail.

Exceptional & Innovators:

• Innovators & Builders: Design and update departmental forms, showing initiative and a commitment to continuous improvement.
• Exceeding Expectations: Perform all duties with a focus on fulfilling the Head Start/Early Head Start mission, always striving to go above and beyond the basic requirements.
• Research & Execute Change: Monitor ongoing in-service training for centers, fostering a culture of curiosity and professional growth.
• Open & Research: Attend seminars and training to stay current on best practices, demonstrating a readiness to adapt to new information.

Other:

• Performs other Head Start/Early Head Start duties required to accomplish the Head Start/Early Head Start mission.
• This position requires occasional travel to off-site locations.

WORKING CONDITIONS:

Conduct work in a moderate-paced office environment with frequent interruptions. Possess strength and stamina to be able to remain in a seated position for up to 90 minutes at a time throughout the workday with a minimum of fatigue and discomfort. Possess visual acuity and stamina to work at a computer for at least part of each day with a minimum of fatigue and discomfort. Digital finger strength to handle moderate to heavy typing. Upper body strength to lift and carry file boxes weighing 30 pounds for a distance of 30 feet. Lower body strength to stand and walk throughout the workday. Environmental demands include an air-conditioned building with fluorescent lighting and exposure to computer monitors.

QUALIFICATIONS REQUIRED"

• Minimum: High School Diploma.
• Four (4) Years of office management experience. Demonstrates a history of increasing responsibility and professional maturity.
• May substitute higher education for (4) years of experience.

• Proficiency in word processing, spreadsheets, and database programs.
• Mastery of proper grammar, spelling, and punctuation for professional correspondence.

• The ability to plan time effectively and manage multiple competing demands.
• Ensure accuracy in record-keeping and reporting.

• The ability to communicate effectively and professionally with diverse groups of people.
• Ability to recognize, accept, and respect differing value systems and diversity.
• Maintain strict confidentiality and pass an OSBI background check.