Early Head Start Administrative Assistant

4C Council - San Jose , CA

Position:         Administrative Assistant


Salary:            Depends on Experience


Reports to:     Director of EHS or Supervisor


Position Summary:

Performs administrative and office support activities for Early Head Start program.  Provides support services for Program Director and EHS Management Team.  The Administrative Assistant processes enrollment applications (as needed) according to the 4C Early Head Start Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA) system, policies and procedures and in accordance with Federal and State of California regulations.  The Administrative Assistant reports to the EHS Director or Supervisor.


Example of Duties and Responsibilities:

  • Assists Executive Administrative Assistant in preparing for monthly Policy Council and management meetings, as needed.
  • Records and maintains accurate minutes in meetings as required.
  • Prepares meeting agendas, as needed.
  • Arranges and tracks training and travel reservations and per diem for staff attending trainings and/or conferences.
  • Establishes, develops, maintains, and updates filing system for the Early Head Start staff.
  • Assists in coordinating the activities involved in program planning, annual self-assessment, community assessment, and program goals and objectives as directed.
  • Assists as needed in design, preparation, updates, printing, and distribution of program calendar, parent handbooks, program newsletter, brochures, flyers, and other documents as directed.
  • Assists in projects assigned, to support Early Head Start staff.
  • Responsible for general clerical duties as assigned.
  • Uses good time management skills.
  • Orders program and office supplies, business cards.
  • Maintains procedures manual to ensure consistent performance of routine.
  • Composes correspondence/reports.
  • Coordinate and arrange meeting facilities.
  • Attends trainings as needed.
  • Implements timely application processing according to enrollment procedures.
  • Enters application data and all ERSEA information into ChildPlus data base, as needed.
  • Verifies applications for completeness, and follow-up with staff as needed.
  • Prioritizes tasks in order of deadlines, importance and program performance requirements.
  • Maintains confidentiality of all program records and information.
  • Maintains family files and forms insuring information is current, correct, and disseminated to all necessary staff to meet program requirements.
  • Works with staff as needed to assist and encourage parents in gathering necessary information to complete the application process.
  • Provides in person, phone, and written contact with staff for follow-up as needed.
  • Document all communications as necessary.
  • Ability to read, speak and write with proficiency in English language and Spanish is required.
  • Ability to maintain agency code of ethics and standards of conducts.
  • Must be comfortable working with diverse ethnic, racial, and religious backgrounds of the communities and must be able to effectively communicate with children and families of the community.
  • Ability to maintain agency code of ethics and standards of conducts.
  • Experience working with a Head Start or Early Head Start program preferred.
  • Performs other duties as assigned by Supervisor.
  • Compile and produce statistical reports, grant documents, contracts, memorandums of understanding, interagency agreements, budgets and other reports as directed.


Education and/or Experience:

  • Minimum AA Degree in general studies, business, or related field.
  • Proficiency in Word, Excel and Power Point.  
  • Prior successful professional experience in providing confidential, administrative support.
  • Two years’ clerical experience in a position of comparable responsibility.
  • Ability to read, analyze and interpret written materials and to communicate with families and staff as needed.
  • Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute percentage and interpret and develop graphs.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
  • Experience with Microsoft Office suite of products with proficiency in Microsoft Excel and Microsoft Word.
  • Proficient in data entry.
  • Ability to work independently as well as a team member.
  • Ability to work a flexible schedule based on the work flow variance during the program.
  • On-going professional development through education, role modeling, mentoring, and training.


License or Other Requirements:

  • Must possess a valid California driver license, have access to an insured motor vehicle and clear driving record.
  • Required to travel to Santa Clara County areas to facilitate assignments to center/classroom sites, meetings and other off-site destinations.
  • Must be able to travel, locally and nationally.
  • Must be willing to work beyond the usual work week to accomplish the job.
  • Must pass criminal background check.
  • Must have up to date physical and tuberculosis screening results.



Language Skills:

  • English Proficiency is required. Bilingual Spanish is required.


How to Apply


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Contact Info

Tina Vermeulen

Job Details

Category: Program Support

Type: FT

Location: San Jose , CA

Salary: Competitive Salary

Posted On: April 20th, 2017

Agency Details

Website: www.4c.org

Agency Background:

The Community Child Care Council (4C Council) is a non-profit, community-based agency that serves as the community childcare link for families and childcare professionals who live and work primarily in Santa Clara County, California.  The agency and its staff are proud to serve the Silicon Valley families, for more than 44 years.  It is currently supported by the California Department of Education, US Department of Health and Human Services, US Department of Agriculture, County of Santa Clara and the City of San Jose. The 4C Council provides Early Care and Education, Information, Referrals, childcare voucher payments, nutrition services and family supportive services to over fifty thousand children each year. Most recently, the agency also provides Senior Nutrition Services.