Job title	Office Support /Administrative Assistant
Reports to	Director
Terms of Employment	11 Months
Salary	State Salary Schedule Plus Local Supplement  Grade 59
FLSA Status	At Will/Non-Exempt

 

JOB SUMMARY:                             

The Office Support Administrative Assistant provides administrative and clerical support to ensure efficient operation of Earl Bradsher Preschool. This role includes handling communications, maintaining records, assisting with enrollment and scheduling, and supporting the staff, children, and families served by NC PreK/Head Start. The ideal candidate is organized, detail-oriented, and has a passion for working in an educational environment that supports young children’s development.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Front Desk Operations: Greet visitors, answer phone calls, and handle general inquiries. Ensure a welcoming environment for families and children.
• Communication: Maintain professional communication with parents, staff, and community partners through phone calls, emails, and newsletters.
• Enrollment Support: Assist in the enrollment and registration process, including handling applications and verifying required documents.
• Record Keeping: Maintain accurate records of attendance, budgeting records, health and safety documents, and family information, adhering to confidentiality requirements.
• Scheduling Support: Assist with scheduling meetings and classroom activities. Coordinate appointments and calendar updates.

 

 

 

 

 

• Supplies Management: Track and order office supplies, materials for classrooms, and other necessities. Manage inventory to ensure the program is well-stocked.
• Clerical Tasks: Perform data entry, filing, copying, and other administrative tasks to support the preschool’s operations.
• Compliance and Documentation: Ensure all documentation complies with Head Start, Title I, and NC PreK guidelines and support the preparation of reports as needed.
• Family Engagement: Support family involvement activities and communications, helping to foster a positive school community.
• Performs other duties and responsibilities as assigned by the supervisor

 

QUALIFICATIONS:            

• High school diploma or equivalent; associate’s degree preferred.
• Previous experience in office support or administrative role, preferably in an educational or childcare setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and basic data entry.
• Strong organizational, multitasking, and communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Bilingual (English/Spanish) is a plus but not required.

 
KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrate functional knowledge of computers and all aspects of the Microsoft Office Professional software programs.
• Considerable knowledge of data management.
• Ability to communicate clearly and concisely, both orally and in writing; ability to communicate with school personnel, employees, and central office staff while complying with the confidentiality requirements in local, state, and federal policies and statutes.
• Ability to work with a high degree of accuracy.
• Strong organizational skills.
• Ability to interact and deal with the public in a professional manner.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to key accurately at a high rate of speed for prolonged periods of time.

 

• Work in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.

 

Must be able to:

• prepare, read and comprehend a variety of job related forms, reports, spreadsheets, maps, plans records, documentation and correspondence in all languages required by the job
• understand and conform to all rules of punctuation, grammar, diction and style speak to individuals or groups of people with poise, voice control and confidence respond adequately to inquiries or complaints
• write using standard convention in all languages required by the job
  apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions
• apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form
• communicate effectively and efficiently in all languages required by the job using whatever communication device or system is required (telephone, Braille)
• use/interpret job related terminology, mathematical formulas and functions effectively and efficiently
  deal with people beyond giving and receiving instructions
  • perform under stress, deal with persons acting under stress and adapt when confronted with emergency situations
  • be sensitive to cultural difference among individuals and groups of persons
  • operate a motor vehicle
  • operate/use a variety of automated office machines and other office equipment
  • operate/use a variety of printing/graphic arts machines
  • operate/use a variety of audiovisual/electronic machines and devices
  • operate/use a variety of communication machines/equipment/devices
  • operate/use a variety of job specific machines/equipment

 

The above statements describe the general nature and level of work being performed by individuals assigned to this job. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so employed.

Evaluation:   Performance of this job will be evaluated in accordance with provisions of the Board and local policy on evaluation of personnel.

 

 

Approved by:	Personnel Office
Reviewed:	10/2024