Administrative Assistant (Head Start)

Job Overview

Performs administrative and office support activities providing customer service, clerical, secretarial, processing, mail sorting/delivery services, and/or internal Financial related duties, which may require varying degrees of independent judgment. Positions in this series normally support a Unit, Division, and/or Department. 

Ideal Candidate

The ideal candidate for the Head Start/Early Head Start Administrative position will hold an Associate’s Degree or higher in Business, Computer Science, Information Systems, or a related Information Technology field. Experience with updating and formatting policies and procedures is essential. Web design experience is preferred.  The candidate should demonstrate excellent written and verbal communication skills, a proven ability to work independently while managing a high-volume workload, and a strong understanding of Head Start/Early Head Start Performance Standards and Hillsborough County policies. Proficiency in Microsoft Office Suite is required, along with the flexibility to adapt to changing needs. Maintaining confidentiality and professionalism at all times is essential.

Salary

Minimum: $16.50- $18.00/hourly

Core Competencies

• Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional, and ethical behaviors that establishes trust throughout the organization and with the public we serve.
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

Duties and Responsibilities

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Maintains basic manual and automated file systems or assists in the maintenance of a large, complex system.
• Codes, classifies, posts and compiles information for use by others.
• Receives, verifies, and registers documents; assigns file number and affixes seal as appropriate.
• Reviews forms, documents and other materials for accuracy and completeness.
• Provides assistance to staff and public as required.
• Responds to inquiries and searches files for requested information.
• Compiles data, computes and verifies figures.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains logs and records of equipment, inventory, costs, services performed, documents received, and charges to be assessed; may also maintain employee attendance and leave records.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipates needed supplies, places, and expedites orders for supplies, and verifies receipt of supplies.
• Operates office equipment such as adding machines, copiers, telephones, shredders, and postage meters.
• Types forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials; types from rough drafts or combines data from multiple sources.
• Trains, provides guidance, and reviews work of others for completeness and accuracy.
• May be assigned the primary responsibility to drive a motor vehicle to deliver mail and/or supplies to field offices or other county facilities.