Area Administrative Assistant

Full-Time; Excellent Benefits and Paid Time Off

Starting Wage: $ /hr.; Starting Bi-lingual Wage: $20.40/hr.

PURPOSE:

The Area Administrative Assistant supports the Site Manager by helping ensure that assigned centers operate smoothly and that all required services are delivered in alignment with Head Start Performance Standards. This position performs a wide variety of administrative and center-support functions, contributes to daily operational needs, and offers backup support across center operations as needed. The role also assists with agency and center projects as assigned by the Site Manager or the Data Monitoring and Compliance (DMC) Department, while maintaining professionalism, accuracy, and adherence to all Agency policies and procedures.

ESSENTIAL JOB DUTIES:

I. GENERAL CLERICAL DUTIES

A. Word Processing and Data Entry

· Letters, forms and reports;

· Maintain and monitor database information;

· Generate newsletters, memos, etc.;

· Generate required reports as assigned.

B. Special Projects

· Provide support for Agency level projects, as assigned;

· Assist with coordination of meetings and/or events.

C. Filing

· Sort, cross reference, and file letters, reports and/or other documents;

· Maintain up-to-date files and systems.

D. Mail

· Open, sort, and/or distribute incoming mail, messages, and/or reports;

· Pick-up and drop-off interagency and postal mail/packages as directed.

E. Photocopying, Collating, and Laminating

· Letters, forms and reports;

· Teacher Calendars;

· Newsletters.

F. Center Supplies

· Manage, order, shop for, and inventory center supplies, as assigned.

G. Trainings and Meetings

· Attend trainings and/or meetings, as assigned;

· Take minutes of center meetings and distribute, as assigned.

H. Answer phones and direct calls appropriately.

I. Provide assistance to parents, volunteers, and the general public as needed at the center.

J. Promote and actively facilitate good teamwork and team building with the entire center staff.

K. Maintain financial records as assigned.

L. Operate and maintain center office equipment.

II. CENTER SUPPORT

A. Assist center teams to ensure all services are available to enrolled children as assigned by the Site Manager.

B. Provide backup for bus monitor, nutrition, and classroom services.

C. Assist with daily center cleaning and maintenance as needed.

III. INTERACTION WITH CHILDREN, PARENTS, AND CO-WORKERS

A. Must relate in a positive, nurturing and supportive way, both verbally and physically, and be sensitive to the needs of children, parents and co-workers.

B. Must use quick, safe reactions and responses in dealing with children or situations that involve children.

IV. WORK ENVIRONMENT AND SAFETY

A. Maintain a safe and pleasant work environment.

B. Follow safety regulations, policies and procedures.

C. Actively contribute towards promoting a safe workplace and environment.

V. OTHER DUTIES

May be assigned other related duties as appropriate and within the scope of general responsibilities for this position. However, this job description in no way states or implies that these are the only duties that may need to be performed by the employee fulfilling this position. This job description describes the general nature and level of work, but is not intended to be an exhaustive list of all responsibilities and duties which may be required.

REQUIRED JOB SPECIFICATIONS

Education : High school diploma or equivalent required; AA in Business, Office Administration or related field preferred. Documented postsecondary coursework or equivalent combination of education and experience may substitute for degree. Coursework in Human Services or Early Childhood Education is beneficial.

Experience : Minimum one (1) year office assistant or general clerical experience required. Experience working with preschool-aged children or in an early childhood education setting preferred.

Certifications : CPR/First Aid Certification and Food Handler Certification required. (Certifications may be obtained after hire.)

Essential Skills : Ability to use Microsoft Office and database programs; strong communication and organizational skills; exercise good judgement, stay flexible, and adapt to changing needs; ability to manage multiple tasks and maintain accurate records; work independently or as part of a team; handle confidential information; and remain attentive and appropriate when assisting with child-supervision duties.

Essential Physical Requirements : Ability to occasionally lift/carry up to 35 lbs. a distance of 10 feet and to push/pull up to 35 lbs. a distance of 10 yards; sufficient mobility and range of motion to perform intermittent standing, walking, balancing, stooping, bending, crouching, crawling, sitting on the floor, reaching, squatting or kneeling, and twisting; ability to react quickly to the physical actions of children; ability to occasionally perform the physical requirements of bus monitor; sufficient vision and hearing to perform job duties; sufficient manual dexterity and eye-hand coordination to perform job duties. Ability to drive a motor vehicle.

Exposure to Hazards : Repetitive motion tasks; sitting for long period of time; use of personal computer and other office equipment; unpredictable child and parent behavior; exposure to contagious conditions; hazardous chemicals; driving and riding in motor vehicles.

Working Conditions : Indoor office and preschool centers, frequent local travel and occasional out of town travel.

EMPLOYMENT CONTINGENT UPON:

Pre-employment health screening as required by Agency and position (may include, but is not limited to: drug screening, occupational physical and/or functional testing)

Central Background Registry enrollment

Valid Oregon Driver License

Proof of current personal automobile insurance in accordance with Agency policy

Three (3) years DMV court print driving record

Approval to drive from Agency insurance carrier – requires at least 21 years of age

Reports to: Site Manager 0-5