Human Resources Department
413 North State Street, Ukiah, CA 95482
Ph: (707) 467-3200 Fax: (707) 467-3213

HumanResources@NCOInc.org

Open Position

Program: Head Start Child Development Program – Ukiah, CA

Position: Executive Assistant I-II
Current Driver’s License and Insurance Required

Rate of Pay: $25.02 to $28.38 per hour (Depending on Education and Experience)
Bilingual (Spanish/English) Pay Differential Available

Hours: 40 hours per week, 12 months/year

Benefits:

401(k) Retirement Plan

Paid Health Leave

Paid Vacation and Holidays*

Medical, Dental, Vision and Life Insurance*

Employee Assistance Plan*

401(k) Retirement Plan all NCO employees eligible to participate

(after 90 days of hire) and EAP plan (after 60 days of hire)

• Medical, Dental, Vision, Life Insurance (within 60 days of hire)

for regular status employees working 30 or more hours per week.

• Paid vacation and holidays for all regular status employees.

Application Closing Date: OPEN UNTIL FILLED

To Apply: A completed NCO Employment Application form is required to

apply. The application form is available at our website:

https://www.ncoinc.org/join-our-team/ or by calling 707.467.3200,

or at the NCO main office, 413 N. State Street in Ukiah.

Education Transcripts for positions that require ECE or CDV

units must be attached with your application to be considered.

Submitting an

Application:

By Email: HumanResources@ncoinc.org

By FAX: 707.467.3213

By mail or hand delivery to: NCO, Inc., Attn: Human Resources

413 N. State St., Ukiah, CA 95482

Applications must be received by NCO by the closing date.

Postmarks are not accepted.

NCO is under no obligation to hire from this solicitation.

North Coast Opportunities, Inc. is an Equal Opportunity Employer.

All applicants for Head Start Child Development Program positions

must review the NOTICE on page 6 of the NCO Employment Application

that includes the background screening and health screening requirements

See our Website for full job description details & to print application

HTTPS://WWW.NCOINC.ORG/JOIN-OUR-TEAM/

Equal Opportunity Employer

We invest in people through community action.

North Coast Opportunities, Inc.

413 N. State Street, Ukiah, CA 95482

POSITION DESCRIPTION

POSITION TITLE: EXECUTIVE ASSISTANT I-II

PROGRAM/DEPARTMENT: HEAD START CHILD DEVELOPMENT PROGRAM

REPORTS TO: PROGRAM DIRECTOR

SUPERVISORY RESPONSIBILITY: NO

FLSA/IWC STATUS: NON-EXEMPT

WC CODE: 9059

I. GENERAL DUTIES AND RESPONSIBILITIES

Under general direction and supervision of the Program Director, provides executive level support to the Program

Director and to members of the Executive Management Team (EMT). The primary duties of this position require

excellent organization and communications skills. Primary areas of responsibility include marketing and public relations;

research, analysis, and report writing; and, process review and improvement. This position requires an above average

level of knowledge regarding generally accepted business protocols and practices and an ability to maintain a high level

of confidentiality and professionalism at all times.

II. SPECIFIC DUTIES AND RESPONSIBILITIES

1. Performs assigned Program marketing and public relations tasks ensuring all electronic and print information is

kept current; collaborates with NCO communications team members and follows established Agency and program

protocols.

2. Maintains all social media account management, monitoring, marketing, and general communications.

3. Maintains program and administrative calendars.

4. Maintains program and site forms.

5. Provides support as needed for various program events.

6. Prepares and completes both the Head Start Community Assessment and the Head Start Self-Assessment.

7. Identifies process issues and, as appropriate, develops improvement plans, particularly those related to compliance

or regulatory issues.

8. Completes and distributes the Head Start Annual Report to various recipients including making it available to the

general public.

9. Completes the California Department of Education agency self-evaluation and Annual Report.

10. Assists the Program Director with various executive level duties related to program development and management;

coordinates and collaborates with various program and agency teams as required.

11. Works on special projects as assigned which may require research, data analysis and report writing.

12. Interfaces directly with all levels of program management, members of the Program Policy Council (PPC), Head

Start families, and other members of the NCO staff and the community.

13. Takes minutes of various program meetings and distributes them as required in a timely manner.

14. Provides clerical support for the PPC including preparing meeting agendas, taking meeting minutes, and any other

assigned tasks.

15. Responsible for overall administration of the ChildPlus data tracking system; designed program operation systems

for ChildPlus in collaboration with others; coordinates the completion of annual Program Information Report (PIR).

16. Responsible for generating, collecting, and documenting In-Kind.

17. Attends scheduled meetings, trainings, and conferences, as necessary.

18. Aligns work behaviors in conformance with NCO’s Purpose, Vision and Values.

19. For bilingual employees, performs all job duties utilizing dual language ability as necessary to provide optimum

support and services for clients and HSCDP staff.

20. Other duties as assigned.

21. Work Habits:

• Arrives to work on time and obtains approval from supervisor for planned absences or any changes in work

schedule.

Executive Assistant I-II – HSCDP – 2023

• Maintains a high level of confidentiality in all aspects of work and in alignment with all Agency and program

policies and procedures.

• Is able to stay focused on the job.

• Takes pride in creating an efficient, collaborative work environment.

• Treats co-workers and clients with respect.

• Represents NCO and its programs to the community in a positive light.

• Follows the NCO Injury Illness and Prevention Plan, as well as all Agency and program safety protocols,

procedures, and policies.

• Dresses appropriately for the assigned job duties and responsibilities.

• Is able to effectively adapt to change.

22. Performs other duties as assigned or required.

III. JOB QUALIFICATIONS

Knowledge of:

• Current standard business office practices, procedures, and clerical techniques.

• Principles and practices of effective interpersonal communications.

• Computer operations as relates to the duties of the position including Microsoft Outlook, Word and Excel, as well as

general use of the internet and cloud-based applications.

• Social media account management, marketing and graphic design expertise preferred.

• Or expertise in any of the following areas is preferred: Head Start Program; early childhood development and

education practices; California Department of Education State Preschool; and/or general Child Care programs.

Ability to:

• Interact with others in a culturally and emotionally appropriate manner.

• Maintain cooperative, professional working relationships.

• Communicate clearly and appropriately verbally and in writing in English is required; bilingual ability is preferred.

• Operate standard business office equipment.

• Organize duties and tasks to meet established deadlines.

• Understand and carry out oral and written instructions.

• Work independently with minimal direction as well as be effective as a collaborative team member.

• Perform above average math calculations and data analysis functions in an accurate manner (i.e. addition,

subtraction, multiplication, division, percentages, and ratios).

• Perform data entry for moderate periods of time.

• Is able to constructively adapt to change.

• Work a flexible schedule to accommodate attending scheduled work events and professional development

opportunities.

Education & Experience:

• A degree in Business or a related field is required (Level I – associate degree or comparable independently-

obtained education or experience; Level II – bachelor’s degree.)

• Recent experience assisting an executive level manager is required (Level I – minimum of 5 years of experience;

Level II – minimum of 2 years of experience.)

• A minimum of two years of recent experience working with office machinery, systems and relevant software is

required.

• Experience preparing formal documents such as legal papers, grants, or contracts is preferred.

• Experience preparing formal meeting agendas and taking and preparing meeting minutes for distribution is

preferred.

Executive Assistant I-II – HSCDP – 2023

Necessary Special Skills & Requirements:

• For work-related driving, employee must have: a current, valid California driver's license; a driving record that

demonstrates the employee is a safe, appropriate driver as verified by a DMV printout; and proof of personal

automobile insurance; or reliable transportation with proof of automobile insurance.

• Employment is contingent on completion of a pre-employment health screening, and meeting TB test and

• Employment is contingent on receipt by program of a Criminal Record Clearance confirming eligibility to work in a

WORK ENVIRONMENT/PHYSICAL DEMANDS

1. While performing the duties of this job, the employee is regularly required to talk, hear, listen, and
communicate clearly.

2. The employee frequently is required to sit; use hands to finger, handle or feel objects, use manual and
automatic office equipment, and reach with hands and arms.

3. The employee is occasionally required to stand; bend; reach down and stretch overhead; walk; climb or
balance; and stoop, kneel, crouch, or crawl.

4. The employee may occasionally lift and/or move up to 25 pounds unassisted and may occasionally
move and lift heavier materials with assistance using ergonomic guidelines.

5. Specific vision abilities required by this job include close and distance vision, peripheral vision, depth
perception, and the ability to adjust focus.

6. The ability to travel during the day and/or night, sometimes long distance – possession of a valid
California Driver’s License and access to an insured vehicle is required.

7. Interaction and contact with outside agencies, vendors, funders, volunteers, donors and contributors is a
frequent aspect of this job.

8. The employee will regularly use computers and computer printers, telephones and other similar
electronic office equipment.

9. The environment can be noisy and includes the comings and goings of small children and their families.
10. The employee may occasionally use kitchen equipment and implements that can be heavy, hot or sharp;

as well cleaning and sanitizing products.

Note: This class specification should not be interpreted as all-inclusive. It is intended to identify the core essential

functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other

than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary

should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the

Americans with Disabilities Act (ADA) or California FEHA. Reasonable accommodation for the specific disability will be

made for the incumbent/applicant when possible.