Note: The job is a remote job and is open to candidates in USA. Self Help, Inc. is a nonprofit Community Action Agency focused on helping families stabilize their lives. The Office Administrative Assistant provides essential administrative and clerical support to the Head Start program, ensuring efficient office operations and contributing to a positive environment.
Responsibilities
- Serve as the first point of contact for the office, greeting visitors, answering phone calls, and directing inquiries appropriately
- Manage and maintain office supplies, ensuring adequate stock levels and placing orders as needed
- Organize and maintain filing systems (both paper and electronic), ensuring easy access to information
- Schedule and coordinate meetings, appointments, and program events
- Prepare and distribute correspondence, memos, reports, and other documents
- Assist with the preparation of program materials, such as flyers, newsletters, and presentations
- Maintain program calendars and assist with scheduling staff and facility usage
- Process incoming and outgoing mail and deliveries
- Assist with data entry and record-keeping tasks as needed
- Support the enrollment process by assisting with application intake, organizing documents, and communicating with families
- Assist with maintaining accurate staff records, including attendance and training documentation
- Process invoices, purchase orders, and other financial documentation, following established procedures
- Maintain the cleanliness and organization of the office environment
- Maintain confidentiality of sensitive program and family information
- Collaborate effectively with all program staff and contribute to a positive team environment
- Adhere to all Head Start Performance Standards, program policies, and relevant regulations
Skills
- High school diploma or equivalent required
- Proven experience as an administrative assistant or in a similar clerical role
- Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines
- Excellent verbal and written communication skills
- Professional and courteous demeanor with strong interpersonal skills
- Ability to handle multiple tasks simultaneously and work effectively under pressure
- Strong attention to detail and accuracy
- Ability to maintain confidentiality and exercise discretion
- Problem-solving skills and the ability to take initiative
- Ability to work independently and as part of a team
- Ability to sit for extended periods of time
- Ability to communicate effectively via phone, email, and in person
- Ability to lift and carry up to 15 pounds occasionally
- Visual acuity to read and analyze documents and information on a computer screen
- Must pass a criminal background check and other required clearances
- Must have or be willing to obtain CPR and First Aid certification
- Valid driver's license and reliable transportation is required
- Excellent computer skills, including proficiency in Microsoft Office Suite (Word)
- Associate's degree in a related field preferred
- Experience working in a non-profit or social service setting preferred
- Familiarity with Head Start programs and regulations preferred but not required
- Bilingual candidates encouraged to apply
Benefits
- Medical
- Dental
- Vision
- LTD
- FSA
- 403B
- Vacation Time
- Optional Time
- Sick Time
- Holidays
- Disability Benefits
- Life Insurance
- Direct Deposit
Company Overview