BLAIR COUNTY HEAD START
NAME:
JOB TITLE:
Administrative Assistant
POSITION DESCRIPTION
DEPARTMENT:
FLSA STATUS:
PAGE:
Administration
Non-Exempt
1
OVERALL PURPOSE:
This position is responsible to provide administrative support to the Executive Director in implementing the strategic goals
of the organization and interacting with the Board of Directors.
CORE ORGANIZATIONAL SUCCESS FACTORS:
1. COMMUNICATION
PERFORMANCE MEASURES:
 Openly communicates necessary information with accuracy in a timely manner. Check e-mail daily and use basic
word processing to create written communication.
 Refrains from divulging confidential information.
 Prepares legible documentation.
 Effectively listens and completely reviews documentation before commenting.
 Communicates all information, opinions, and ideas in a positive manner.
2. CUSTOMER SERVICE
PERFORMANCE MEASURES:
 Is aware of the potential impact of own attitude and behaviors and makes appropriate adjustments to assure that
communication and services are purposeful and appropriate.
 Demonstrates knowledge of how different parts of the organization fit together when providing service to clients.
 Recognizes the successes of staff and clients.
3. PROFESSIONALISM
PERFORMANCE MEASURES:
 Demonstrates respect, honesty, integrity, and fairness to all.
 Gains knowledge to ensure competency – which leads to professionalism.
 Demonstrates a willingness to use knowledge gained and to distribute to others.
 Follows work procedures, policies, and the Head Start service plan.
4. RESPONSIBILITY/ACCOUNTABILITY
PERFORMANCE MEASURES:
 Makes rational decisions and is answerable for those decisions.
 Attends work, meetings, and appointments regularly and on-time.
 Completes follow-up/follow-through with assignments and decisions.
 Maintains responsibility and accountability for Program resources such as time, money, equipment, etc.
5. TEAMWORK
PERFORMANCE MEASURES:
 Strives to be “solution-focused” rather than “problem-focused” and presents recommendations that best meet the
needs of clients, the organization, and community.
 Maintains constructive team relationships, coordinates effective goals, and identifies/plans ways to successfully
work together with other team members.
 Demonstrates flexibility and adaptability to change.
This job description was created using HR Consultant's job analysis questionnaire – a federally registered copyright. This template is
to be used for internal purposes and only for the job title under contract. All rights reserved 2002
September 2006
BLAIR COUNTY HEAD START
NAME:
JOB TITLE:
Administrative Assistant
POSITION DESCRIPTION
DEPARTMENT:
FLSA STATUS:
PAGE:
Administration
Non-Exempt
2
ESSENTIAL FUNCTIONS: (other duties may be assigned)
1. Provide administrative support to the Executive Director for planning.
PERFORMANCE MEASURES:
 Prepare reports for submission to the Board and Policy Council within applicable deadlines.
 Assist with updating short and long-term goals.
2. Provide administrative support to the Executive Director for communication.
PERFORMANCE MEASURES:
 Prepare DST agenda and packets.
 Maintain documentation from DST meetings
 Prepare packets for Board meetings and maintain documentation of same.
 Gather information for, prepare and file state quarterly reports.
 Develop and annually update Board calendars in accordance with the Integrated Service Plan.
3. Provide administrative support to the Executive Director for record-keeping and reporting.
PERFORMANCE MEASURES:
 Develop and maintain a filing system for various documents including but not limited to grants, bids, agreements,
contracts, leases, etc.
 Collect grant components, prepare assurances, secure Policy Council & Board documentation of approval, assure
all components of the grant are submitted in accordance with the Head Start Grant checklist and submit within
applicable deadline.
 Prepare and maintain correspondence files to and from the Department of Health and Human Services, the state,
agencies and ensure the Board, Policy Council, CFO and applicable management staff receives copies of the
correspondence.
4. Provide administrative support to the Executive Director for on-going monitoring.
PERFORMANCE MEASURES:
 Prepare DST agenda and packets and maintain documentation.
 Develop and annually update Management calendar in accordance with the Integrated Service Plan.
5. Provide administrative support to the Executive Director in program governance.
PERFORMANCE MEASURES:
 Update and maintain the Integrated Service Plan and provide reports as requested.
6. Provide administrative support to the Executive Director and Program Managers.
PERFORMANCE MEASURES:
 Coordinate meetings as requested.
 Complete special projects as assigned.
7. Coordinate Board functions and record meeting minutes.
PERFORMANCE MEASURES:
 Assist with on-going development and updating of the Board Manual.
 Accurately record meeting minutes and provide copies to Board members at least two weeks prior to the next
scheduled Board meeting.
 Submit a copy of the meeting minutes to the Family Services Assistant to duplicate for Policy Council members
and obtain copies of Policy Council minutes for inclusion in Board Packets.
 Provide Board Members with accurate and complete information regarding functions.
 Post a summary of the Board meeting minutes for staff and e-mail to management team.
This job description was created using HR Consultant's job analysis questionnaire – a federally registered copyright. This template is
to be used for internal purposes and only for the job title under contract. All rights reserved 2002
September 2006
BLAIR COUNTY HEAD START
NAME:
JOB TITLE:
Administrative Assistant
POSITION DESCRIPTION
DEPARTMENT:
FLSA STATUS:
PAGE:
Administration
Non-Exempt
3
8. Perform various human resource related duties.
PERFORMANCE MEASURES:
 Maintain assigned elements of the personnel files in a confidential manner.
 Prepare accurate job posting and provide to newspaper, NAACP, CareerLink, parents, and staff within deadline
requested.
 Maintain and update agency job descriptions and performance appraisals annually.
 Coordinate Health/Safety Committee in conjunction with Health Services Coordinator.
 Coordinate the annual updating of the employee handbook and supervisory manual.
9. Set up and maintain phone service for Agency phone service.
PERFORMANCE MEASURES:
 Establish and cancel phone service as necessary.
 Set up and assign voice mail for all staff
 Maintain pass codes and update main greetings as necessary.
 Update voice mail directory as necessary and ensure it is posted to website.
10. Attend meetings and trainings.
PERFORMANCE MEASURES:
 Attend all DST meetings as scheduled.
 Attend all assigned trainings.
OTHER DUTIES OF JOB:
1. Oversee phone/voice mail system operation.
2. Facilitate bid process for agency office equipment.
3. Perform other related duties as required.
SUPERVISION RECEIVED:
Supervision is typically received from the Executive Director.
SUPERVISION ADMINISTERED:
This position does not typically require the supervision of the staff.
MENTAL DEMANDS TYPICAL OF THIS POSITION:
 Ability to adapt to a constantly changing work environment
 Ability to manage multiple projects/tasks
 Ability to work under high pressure for results
 Establish own goals
 Maintain a high level of record keeping/routine paperwork
 Meet frequent deadlines
 Predictable work schedule
 Provide close attention to detail
 Utilize creativity
 Work closely with others
 Work in a closely supervised environment
This job description was created using HR Consultant's job analysis questionnaire – a federally registered copyright. This template is
to be used for internal purposes and only for the job title under contract. All rights reserved 2002
September 2006
BLAIR COUNTY HEAD START
NAME:
JOB TITLE:
Administrative Assistant
POSITION DESCRIPTION
DEPARTMENT:
FLSA STATUS:
PAGE:
Administration
Non-Exempt
4
PHYSICAL DEMANDS TYPICAL OF THIS POSITION:
Constantly Incurred (More than 75% of time on job)
Repetitive finger movement, Ability to use both hands, Use of color vision, Ability to communicate orally, Ability to
hear conversation.
Frequently Incurred (Between 25% - 75% of time on job)
Ability to sit, Ability to lift up to 10 lbs., Ability to use both legs, Ability to climb stairs.
Occasionally Incurred (Less than 25% of time on job)
Ability to stand, Ability to walk, Ability to lift up to 40 lbs., Ability to carry up to 15 lbs., Ability to kneel, Reaching at
high or low level, Ability to stoop, Ability to repeatedly bend, Ability to operate truck/motor vehicle.
WORKING CONDITIONS TYPICAL OF THIS POSITION:
This position typically requires work in a normal office environment.
PERSONAL PROTECTIVE EQUIPMENT TYPICAL OF THIS POSITION:
This position typically does not require the use of personal protective equipment.
QUALIFICATIONS:
EDUCATION
 Post secondary certification in secretarial or business field.
EXPERIENCE/TRAINING
 One year related experience/training in office procedures and human resource compliance.
LICENSE/CERTIFICATION
 Valid Driver’s License
 Act 33/34 Clearances
KNOWLEDGE, SKILLS, AND ABILITIES TYPICAL OF THIS POSITION:
PROBLEM SOLVING SKILLS
 Investigates and provides root cause analysis of problems, suggests alternatives, evaluates outcomes, and
makes formal recommendations for solutions.
COMMUNICATION SKILLS
 Ensures timely exchange of verbal information between employees or departments.
 Consistently uses good listening skills to remain informed and acts upon or acknowledges receipt of
information.
 Utilizes appropriate grammar, punctuation, and accuracy in written correspondence, manuals, or publications.
MATH SKILLS
 Performs accurate basic mathematical functions such as addition, subtraction, multiplication, and division.
COMPUTER KNOWLEDGE
 Word Processing Software
 Spreadsheet Software
 Internet/E-Mail
This job description was created using HR Consultant's job analysis questionnaire – a federally registered copyright. This template is
to be used for internal purposes and only for the job title under contract. All rights reserved 2002
September 2006
BLAIR COUNTY HEAD START
NAME:
JOB TITLE:
Administrative Assistant
POSITION DESCRIPTION
DEPARTMENT:
FLSA STATUS:
PAGE:
Administration
Non-Exempt
5
OTHER CHARACTERISTICS
 Strong organizational skills and ability to prioritize tasks.
 Ability to follow established confidentiality policy.
 Ability to use various office equipment, i.e., copier, fax, shredder, printer, etc.
 Strong leadership and supervisory skills.
 Working knowledge of applicable regulations and Agency policies.
 Knowledge of human resource laws and regulations as they relate to the management of staff.
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The
requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions.
I have read the above position description and fully understand the requirements set forth therein. I can perform the
essential functions of the position with or without accommodation. I will perform all duties and responsibilities to the best
of my ability.
Signature of Employee
Date
Signature of Supervisor/HR Representative
Date
This job description was created using HR Consultant's job analysis questionnaire – a federally registered copyright. This template is
to be used for internal purposes and only for the job title under contract. All rights reserved 2002
September 2006