JOB SUMMARY: Provides comprehensive administrative and program support to ensure efficient daily operations. This position performs general office and clerical duties, provides front desk coverage, assists the finance department with accounts payable and bill processing, and includes regular time supporting classroom activities, with additional support in the kitchen and other program areas as needed

ESSENTIAL JOB FUNCTIONS:

Assist the Executive Assistant with administrative and programmatic duties as needed.

1. Administrative Support

1. Prepares and formats documentation in compliance with Head Start and state licensing standards.
2. Manages correspondence, meeting agendas/minutes, personnel records, contracts, and procurement documentation.
3. Ensures documentation aligns with 45 CFR §1302.101–1302.103 (Program Management and Quality Improvement).
4. Orders and tracks office supplies and services, ensuring procurement aligns with allowable cost principles.

1. System and Records Management

1. Maintains administrative files and electronic databases per 45 CFR §1302.102(d) (Data and Evaluation).
2. Tracks compliance documentation for staff qualifications per 7 AAC 57.300 and 45 CFR §1302.91.
3. Coordinates travel, training, and timekeeping in accordance with agency and regulatory policies.

1. Customer Service

1. Greets and assists families and visitors in a culturally responsive and professional manner.
2. Provides accurate program information in line with Head Start’s family engagement standards (45 CFR §1302.50–1302.53).
3. Screens calls and inquiries, ensuring confidentiality and appropriate routing.

1. Classroom Support

1. Assists with monitoring and supervising children in Head Start and Early Head Start classrooms to ensure a safe, supportive, and developmentally appropriate environment.
2. Supports classroom staff in implementing daily routines, activities, and behavior guidance strategies in alignment with program expectations and individual child needs.

1. Project Support/Coordination

1. Provides administrative and project support to the Executive Assistant, including coordination of tasks, scheduling, and documentation to support program operations

1. On-call Cook

1. Prepares and serves nutritious meals and snacks in accordance with Head Start nutrition guidelines, menu plans, and food safety standards while ensuring appropriate portion sizes for children.
2. Maintains cleanliness and sanitation of kitchen equipment, food preparation areas, and storage spaces in compliance with health and safety regulations and assists with food inventory and receiving deliveries as needed.

1. Team Participation

1. Participates in staff meetings, training, and continuous quality improvement efforts.
2. Supports the implementation of Head Start’s shared governance and program planning processes.

NECESSARY SKILLS AND KNOWLEDGE:

1. Demonstrated knowledge of and respect for Alaska Native/American Indian cultures, with the ability to deliver culturally responsive services to children and families enrolled in the program
2. Knowledge of Head Start Program Performance Standards and Alaska licensing regulations.
3. Strong organizational and communication skills, with the ability to manage multiple priorities in a fast-paced environment
4. Ability to manage confidentiality and handle sensitive information, with discretion and professionalism.
5. Proficiency in Microsoft Office Suite, with experience utilizing database systems for accurate data entry, tracking, and reporting.

QUALIFICATIONS:

Required:

1. High school diploma or GED.
2. 2–4 years of administrative or program support experience.
3. Current First Aid and CPR certification or acquire certification within required timeline
4. Must pass TB and hepatitis screenings and background checks per 7 AAC 10.900–990 and 45 CFR §1302.90(b).

Preferred:

1. Associate’s degree in business administration, early childhood education, or related field.
2. Valid driver’s license.

WORK ENVIRONMENT:

This position requires the ability to work in both indoor and outdoor environments, with exposure to varying weather conditions, including hot and cold temperatures. While travel is minimal, employees may occasionally be required to travel for work-related purposes. The role involves potential exposure to infectious diseases and requires adherence to all safety and health protocols. Employees may encounter emotionally charged situations and must be prepared to interact with frustrated or upset co-workers, parents, and children in a sometimes hostile or high-stress environment. Physical demands include frequent bending, stooping, standing for extended periods, and repetitive reaching motions using tools such as typewriters, pens, and pencils. The position also requires lifting and carrying items weighing up to 50 pounds.