Program Assistant

Job Summary

The Program Assistant provides administrative and programmatic support to ensure effective Head Start services and compliance with Head Start Performance Standards. The position supports staff, families, and program leadership through organized, accurate, and professional work practices.

Competency Area

Responsibilities

Key Behaviors

Front Office & Customer Service Excellence

• Answer and route incoming calls using a multiline phone system
• Greet and assist visitors, families, vendors, and employees in a professional and welcoming manner
• Provide basic information about agency services, Head Start and Early Head Start enrollment, and employment opportunities
• Direct callers and visitors to appropriate staff or departments

• Demonstrates courtesy, patience, and professionalism
• Communicates clearly and respectfully in English and Spanish
• Maintains a calm and welcoming demeanor
• Represents the agency positively at all times

Communication, Translation & Information Support

• Translate verbal and written communications between English and Spanish as needed
• Take accurate messages and ensure timely delivery to appropriate personnel
• Communicate information clearly to diverse audiences
• Support effective communication across departments

• Listens actively and communicates accurately
• Maintains confidentiality and discretion
• Demonstrates cultural sensitivity
• Ensures messages are complete and timely

Clerical & Administrative Support

• Provide clerical support including filing, copying, faxing, scanning, collating, and data entry
• Assist program departments with word processing and document preparation
• Support Human Resources with clerical tasks as assigned
• Maintain organized and accessible records

• Demonstrates attention to detail and organization
• Completes tasks accurately and on time
• Follows established procedures
• Manages multiple tasks effectively demonstrating a respectful demeanor.

Mail, Supplies & Office Operations

• Receive, sort, and distribute incoming mail
• Coordinate express mail services (FedEx, UPS, etc.) as needed
• Maintain office supply inventory by ordering, receiving, stocking, and distributing supplies
• Support daily office operations to ensure efficiency

• Anticipates office supply needs
• Maintains orderly workspaces and systems
• Uses resources responsibly
• Follows agency purchasing procedures

Confidentiality, Ethics & Professional Conduct

• Maintain confidentiality of personnel files, child records, and agency information
• Adhere to agency policies, procedures, and professional standards
• Exercise good judgment when handling sensitive information
• Support a respectful and professional office environment

• Demonstrates integrity and discretion
• Respects privacy and confidentiality
• Acts ethically and responsibly

Collaboration, Inclusion & Problem Solving

• Work effectively with individuals from diverse educational, socioeconomic, and cultural backgrounds
• Support individuals with disabilities and special needs appropriately
• Assist with identifying issues and supporting solutions within scope of role
• Promote teamwork and positive relationships

• Demonstrates cultural responsiveness and inclusivity
• Communicates respectfully with all individuals
• Responds positively to feedback and direction
• Maintains a cooperative and supportive attitude

Reliability, Accountability & Workplace Readiness

• Maintain regular and punctual attendance
• Adhere to scheduled work hours (Monday–Friday, 8:00 a.m.–4:30 p.m.)
• Perform duties in a safe, timely, and professional manner
• Participate positively in agency activities and daily operations.

• Demonstrates dependability and consistency
• Follows workplace expectations and schedules
• Takes ownership of responsibilities
• Maintains a positive work ethic

Qualifications

Minimum Qualifications

• High School Diploma or GED
• Minimum of six (6) months of related clerical or administrative experience
• Must be at least eighteen (18) years of age
• Fluent in English and Spanish (verbal and written)
• Proficient in Microsoft Word, Excel, office phone systems, and general office equipment
• Strong verbal and written communication skills
• Ability to work independently and exercise good judgment
• Ability to pass all background checks and health screenings.
• Must be dependable, flexible, and responsive to program needs.

Licenses/Certifications

• Current CPR and First Aid certification (or ability to obtain).
• Valid Texas Driver License
• Background clearance as required by state and federal regulations.

 

Working Conditions & Physical Demands

• Work performed in a professional office environment
• Ability to lift at least 40lbs.
• Primarily sedentary with occasional standing, bending, and filing
• Ability to lift files, open cabinets, and operate office equipment
• Performs other duties as assigned