Program Assistant

Position Title: Program Assistant

Position Status: Regular Full-Time (non-exempt)

Reports to: Executive Director

Position Purpose:

To provide program support to Head Start Administration, Consultants and Specialists in the areas of clerical assistance, reception/phones, scheduling and document production. The support also includes tasks in the areas of purchasing and Board activities.

Minimum Qualifications and Experience:

  • High School Diploma or GED plus one year of clerical experience.

Specific Responsibilities:

  • Work under the direct supervision of the Executive Director.
  • Complete a variety of clerical functions as required by the management team.
  • Responsible for typing and some creation of program correspondence and inter-office memos, using good judgment in grammar and spelling.
  • Responsible for typing orders for handbooks from federal government.
  • Typing responsibilities can include notices to staff and parents of meetings, trainings, school holidays, special activities, flyers and any other handouts as needed.
  • Also responsible for second notice as a follow-up reminder to parents.
  • Type all parents’ information in English and Spanish.
  • Maintain and set-up of all administrative files, monthly meal counts files, monthly attendance report files, food program files and some personnel files.
  • Responsible for typing and copying of monthly menus.
  • Duplication for all staff when requested.
  • Responsible for preparation of Monthly Attendance Report submitted on a monthly basis to Grantee.
  • Type budgets (i.e. fiscal documents as issued by Fiscal Manager) and make necessary copies as assigned. Package and mail any outgoing correspondence.
  • Work cooperatively with all staff.
  • Opens, stamps and distributes mail to appropriate staff.
  • Answers telephone calls and inquiries using good communication skills and judgment in dispensing information to those requesting it. Also answer telephone calls for other service areas when necessary. Routes calls to appropriate staff.
  • Types and distributes center calendar to parents and all staff.
  • Purchases office supplies. Keep inventory of office supplies and equipment.
  • Responsible for duplicating machine service calls, make sure supply of paper and toner is on hand and purchase when necessary.
  • Attend meetings, conferences and training as required.
  • Maintain files and binders of records (documents) as needed.
  • Perform other related duties as assigned.

Necessary Skills:

  • Knowledge of computers
  • Ability to type and must demonstrate at least 45 words per minute.
  • Good organization skills required.
  • Demonstrate familiarity with business type communications (example: memos, letters, outlines, etc.).
  • Demonstrate knowledge of different filing systems.
  • Pleasant telephone voice and good on phones.
  • Good speller and knowledge of good sentence structure.
  • Knowledge of the community.
  • Ability to use office equipment.
  • Knowledge of government forms – Child Development and Head Start desirable.
  • Ability to work well with low-income and minority people as well as highly specialized professional personnel.
  • Ability to maintain confidentiality.

Other Requirements:

  • Possession of a valid California Driver’s License, car and automobile insurance.
  • Must be eligible to be employed in the United States.
  • Continuing Education required.
  • Completion of an initial physical examination and follow up examinations every two years.
  • Current First Aid and CPR certification.
  • Fingerprint clearance, tuberculosis clearance and child abuse clearance must be on file and submitted according to policy.
  • Bilingual where applicable.

Reasoning Ability

  • Ability to solve practical problems and deal with a variety of concrete variables.  
  • Ability to read and interpret a variety of instructions furnished in written, oral, map or schedule format.
  • Ability to read, analyze and interpret general business periodicals, professional journals, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. 
  • Ability to effectively present information and respond to questions from groups of managers, teachers, parents, and the general public.
  • Ability to calculate figures and amounts such as proportions, percentages, and rates.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is moderate.
  • Work environment involves minimal exposure to physical risks, such as operating dangerous equipment or working with chemicals.
  • Work involves minimal exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
  • Chemicals known to the State of California to cause cancer, or birth defects or other reproductive harm may be present in the work environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee is required to:

  • Regularly talk or hear up to 5 hours a day;
  • Regularly sit, write, type, and use a mouse up to 5 hours a day;
  • Regularly sit and stand from chair up to 20 times a day;
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
  • Occasionally stand, walk, use hands to finger, handle or feel, and reach with hands and arms;
  • Regularly bend, stoop and squat;
  • Occasionally drive in dry and wet weather, usually during day light hours, but occasionally during evening hours;
  • Regularly get in and out of car up to 5 times per day;
  • Occasionally climb stairs and/or take elevator; and
  • Occasionally lift and/or move up to twenty-five (25) pounds.