Job Details

Office Assistant I

The Office Assistant I provides administrative and clerical support to ensure the efficient operation of the Head Start/Early Head Start Program office. This position assists staff, families, and external partners with daily administrative needs, maintains organized and confidential records, and supports compliance with applicable program requirements. This is a full-time, office-based position with a set Monday-through-Friday schedule.

Duties and Responsibilities:

• Answer phones, greet visitors, relay messages, and respond to inquiries in a professional and courteous manner.
• Manage office communications, including emails, memos, notices, and announcements.
• Prepare, format, and distribute correspondence, reports, meeting agendas, minutes, forms, requisitions, schedules, vouchers, receipts, statistical data, and other materials.
• Maintain accurate and organized records, logs, files, and confidential documents in accordance with federal, state, and program requirements.
• Perform data entry and update program databases, reports, and tracking systems.
• Schedule meetings, appointments, events, and travel arrangements as requested.
• Assist with preparing and distributing materials for parent meetings, staff trainings, program activities, workshops, and community outreach events.
• Support recruitment and enrollment activities by preparing informational packets and materials for families.
• Assist with gathering information for reports, surveys, monitoring reviews, and audits.
• Order, receive, organize, and maintain office and program supplies.
• Communicate with program staff, families, community partners, and external agencies to provide timely and accurate information.
• Serve as a liaison between program staff and the administrative team to support efficient office operations.
• Assist with coordinating family referrals, services, and resources as requested.
• Perform general office duties, including copying, scanning, faxing, filing, mailing, and document preparation.
• Maintain a clean and organized office environment.
• Perform other related duties as assigned by the Program Director, Administrative Coordinator, or designee.

Minimum Requirements:

• Must be at least eighteen (18) years of age.
• High school diploma or GED required; an associate degree in business administration or a related field is preferred.
• Minimum of two (2) years of office or administrative experience, preferably in an educational or nonprofit setting.
• Strong organizational, time-management, written, and verbal communication skills.
• Proficiency in Microsoft Office, including Word, Excel, and Power Point, and familiarity with database systems.
• Ability to manage multiple priorities, work independently, and collaborate effectively as part of a team.
• Strong attention to detail and the ability to handle sensitive and confidential information appropriately.
• Ability to represent MAOF professionally when interacting with staff, families, visitors, and community partners.
• Must provide verification of tuberculosis clearance upon hire and maintain required renewals.
• Must complete and maintain all required criminal background and fingerprint clearances.
• Must be available to work a set Monday-through-Friday schedule.
• Bilingual English/Spanish preferred.

Physical Demands:

While performing the duties of this position, the employee is regularly required to sit, use their hands to handle or operate office equipment, and communicate effectively. The employee may also be required to stand, walk, reach, bend, and occasionally lift or move items weighing up to 20 pounds. Required vision abilities include close vision, peripheral vision, and the ability to adjust focus. Reasonable accommodations may be provided to qualified individuals with disabilities to perform the essential functions of the position.

Work Environment:

This position is primarily performed in an office setting and involves regular interaction with program staff, families, visitors, and community partners. The employee may occasionally be required to assist with program events or activities outside regular business hours.

MAOF Sponsored Benefits:

• Personal Time Off (PTO) - Vacation/personal days or sick time).
• Paid Sick Time – 48 hours
• Paid Holidays per Calendar Year - 12 paid holidays.
• Bereavement Leave – 5 paid days.
• Jury Duty – 5 paid days.
• Medical, dental, and vision insurance Paid 100% by MAOF.
• 403(b) Retirement Plan- 5% employer match – 100% vested.
• Basic Life and Accidental Insurance.
• Pet Insurance.
• Supplemental life insurance.
• Professional development opportunities.
• Employee Assistance (EAP) – For team members and dependents; counseling, legal assistance, financial planning, identity theft, etc.
• Supplemental Cancer, Disability, and Accident plans.
• Employee referral bonus (referring employee earns $500 for each new hire who completes 90 days).
• Discounts for AT&T wireless, movie tickets, amusement parks, and much more.
• Public Service Loan Forgiveness.
• Credit Union Membership