Administrative Assistant I

Apply now Job no: 502890
Position type: Full-Time 12-Month
Department: 012102 - Human Sciences- Head Start
Location: Harrison County
Categories: Support Staff
Position Open Date:

Position Function:

Provide administrative support in and coordinate the administrative function of a large and complex division, department or unit.

Salary Grade:  11

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges.  For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Department Profile:

Throughout its history, Mississippi State University-Extension (MSU-ES) has demonstrated a deep and abiding commitment to programs that directly impact young children and their families. In the past decade, MSU-ES has distinguished itself as Mississippi’s premier infrastructural support of high-quality early childhood education.

Area of Specialization:

MSU-Extension Service Head Start Program, Harrison County

Essential Duties and Responsibilities:

The Administrative Assistant will work to provide administrative support to the leadership team and administrative office. This position will initiate and coordinate the administrative functions required in effective implementation of administrative policies of the program.

The Administrative Assistant will ultimately be evaluated on a combination of skills, dispositions, and behaviors, some of which are related to the specific service area of this position and others that represent general expectations of all employees.

The Administrative Assistant’s responsibilities chiefly fall within the following core functions, although s/he may perform other tasks as needed.

• Administrative Support
• Record Keeping and Reporting
• Fiscal Management
• General Staff Responsibilities

Performs a variety of basic complex office support and/or secretarial duties for the program, which requires a range of skills, and knowledge of organizational policies and procedures.

• Performs a wide variety of clerical duties which could be confidential in nature; operates
personal computer to perform basic to complex typing assignments to include: enter data,
draft, edit, revise, and print letters, tables, reports, and other materials.
• May greet and direct visitors, when appropriate; resolve routine administrative problems
and answer inquiries concerning activities and operations of department/division.
• May answer telephone, route calls, take messages, and provide general information.
• Performs a range of staff and/or operational support activities; may serve as a liaison with
other departments on basic administrative and/or operational matters.
• May establish, maintain, and updates files, databases, records, and/or other documents;
develops and maintains data, and performs routine analyses and calculations in the
processing of data for recurring internal reports.
• May sort, screen, and distribute incoming and outgoing mail; drafts or prepares responses
to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office
• May arrange meetings and conferences, schedules interviews and appointments, and
perform other duties related to maintaining one or more individual schedules; makes travel
and lodging arrangements, either directly or through travel agencies.
• May order, stock, and distribute office supplies.
• Performs basic, routine bookkeeping functions, which involves simple billing and cash
receipt activities.
• Responsible for handling receipts from purchases and creating any necessary purchase
requests and may assist in ordering materials to support program.
• Establishes and maintains personnel files for each employee that includes, but is not
limited to, maintaining updated health exams (i.e. immunization forms, tuberculosis tests)
and criminal record background checks.
• Maintain day-to-day operations, cleanliness, and organization of administrative office.
• Schedule and maintain program calendar.
• Organize document library.
• Supports accounting operations by collecting receipts, invoices, and statements from
vendors and suppliers.
• Works with vendors and suppliers to ensure orders are correct and inventoried upon
• Performs miscellaneous job-related duties as assigned.

Minimum Qualifications:

Education: High school diploma or GED.

Experience: Two (2) years clerical or office setting.

Physical exam and background checks are required for this position

Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.

Must have a valid driver’s license and reliable transportation.

Substitution allowed: An equivalent combination of related education and related experience may be considered for this position.

Preferred Qualifications:

Preferred Qualifications:
• AA/AS in business or a related field preferred

Knowledge, Skills, and Abilities:

• Proficient with Microsoft Office Programs.
• Strong organizational and time-management skills.
• An independent thinker with the ability to communicate effectively, both orally and in
• The ability to meet changing deadlines and be able to multitask.
• Organizing and coordinating skills.
• Ability to maintain confidentiality of records and information.
• Ability to perform simple accounting procedures.
• Ability to understand and follow specific instructions and procedures.
• Receptionist skills
• Ability to maintain calendars and schedule appointments
• Ability to create, compose, and edit written materials
• Knowledge of supplies, equipment, and/or services ordering and inventory control
• Skill in the use of operating basic office equipment
• Records maintenance skills
• Word processing and/or data entry skills
• Ability to interact effectively with people from diverse backgrounds.
• Ability to communicate effectively, verbally and in writing.
• Demonstrated computer literacy skills, using MS Office applications and other basic data
systems including internet navigation.
• Must be honest, dependable and able to meet deadlines.
• Self-motivated and able to work independently.

Working Conditions and Physical Effort

Physical Requirements:
• Ability to sit most of the time with some bending and reaching.
• Ability to stand, walk, and bend periodically.
• Ability to engage in repetitive movement of wrists, hands, and fingers – typing and/or
• Ability to work frequently at close visual range (i.e. preparing and analyzing data and
figures, accounting, transcription, computer terminal, extensive reading).
• Ability to receive and respond to oral communication.
• Ability to exert up to 50 pounds of force to lift, carry, push, pull, or otherwise move objects.

Work Environment:
• Work is generally performed in an office environment.
• Noise level in the work environment is moderate to occasionally loud (examples: business
office with computers and printers, light to moderate traffic, human voices).
• Standard office equipment generally used includes:
• Telephone
• Personal Computer (monitor, keyboard, and mouse) or Tablet
• Printer/Photocopy Machine
• Calculator
• Fax Machine
• May be required to operate a motor vehicle during the course of duties.

Instructions for Applying:

Link to apply:

All applicants must apply online at by submitting: the completed online application and three professional references.

Restricted Clause:

Position contingent upon funding availability. 

Equal Employment Opportunity Statement:

MSU is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, sex, religion, national origin, disability, age, sexual orientation, genetic information, pregnancy, gender identity, status as a U.S. veteran, and/or any other status protected by applicable law. We always welcome nominations and applications from women, members of any minority group, and others who share our passion for building a diverse community that reflects the diversity in our student population.

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Applications close:

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