Administrative Assistant

Located at Central Office, 909 Broadway, Hannibal, MO

     Compensation: (Level 20) Hourly Non-exempt $13.77 without degree    $14.68 with degree

     Work Schedule:  Monday through Friday (40 hours per week 52 weeks annually)

Job Summary

Under the direction of the Head Start Director, performs a wide variety of secretarial and clerical duties. Provides systems support by preparing documents, generating reports and contracts, and providing quality control for fiscal procedures. Further performs all other data support and system updates as necessary.  Provides general support for the Head Start programs.

Education & Qualifications

• Supplemental coursework in general office skills, and three years of increasing responsibility in a secretarial or clerical field is strongly preferred. 


• Knowledge of word processing software, spreadsheets, and the like is highly desirable.


• The ability to communicate effectively, both orally and in writing and the aptitude to organize and prioritize work are necessary.  


• Skill to foster leadership throughout the organization by empowering and supporting others, and apply a proactive approach to problem solving is needed.


• Knowledge of modern office practices, procedures, and equipment, along with good record-keeping techniques is also highly desired.


• Successful candidates must be self-motivated, handle detailed data/information with a high degree of accuracy, and maintain a high degree of confidentiality. Additionally, the ability to take initiative, make independent judgments and promote teams and teamwork by example is required to successfully fulfill this job’s responsibilities.


• Training in CPR and First Aid are required following hire.


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Key Responsibilities

• Performs all secretarial and clerical duties for the Head Start Director and HS management team


• Collect and compile data for reports, including regular and special reporting needs.


• Update and revise calendars, schedules, reports and other official documents


• Process in-kind for Head Start; provide monthly reports and support staff training in collaboration with the Finance Specialist.


• Track volunteer hours, creates recognition certificates and distribute parent volunteer certificates


• Facilitates NAEIR ordering and processing; coordinate delivery sorting, and distribution


• Manage meeting logistics including location, set-up, minutes and agenda


• Create promotional flyers for various Head Start events


• Utilize ChildPlus, word processing and spreadsheet software to enter and manage data, maintain records, generate reports, and create databases. Ensures documents and files are stored in a confidential manner


• Assist with distribution of mail, faxes and packages delivered to the Head Start program


• Able to work independently, exercise sound judgment, and maintain confidentiality


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Physical & Safety Requirements

• Must be able to lift/carry up to 40 lbs. and perform physical tasks such as sitting, standing, kneeling, bending, and climbing.


• Ability to move about in an office environment and independently commute to various locations.


• Prolonged visual concentration and dexterity of hands and fingers to operate a computer keyboard.

This job post is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible responsibilities, tasks, and demands of the position.

Equal Opportunity Employer M/F/D/V