Bilingual English/Spanish Administrative As

Job Description

Job Description

Part Time position at 20 hours per week, Hermiston CCR&R

Job Goal:

To provide exceptional customer service and administrative support to Child Care Resource & Referral (CCR&R) and Every Child Belongs (ECB) clients, child care providers, community partners, and coworkers. To create a welcoming and professional environment by greeting guests, clients, and community members, responding to inquiries, connecting individuals with appropriate resources, and supporting the daily operations of the CCR&R and Every Child Belongs offices.

Essential Duties and Responsibilities: 

Reception and Customer Service

• Welcome guests, clients, and community members as they arrive at the Child Care Resource & Referral and Every Child Belongs office. 
• Direct visitors to the appropriate staff member, meeting room, or department.
• Answer, screen, and forward incoming telephone calls professionally. 
• Takeaccuratemessages and promptly deliver them toappropriate staff. 
• Respond to routine inquiries in person, by telephone, and through email. 
• Maintain a welcoming, clean, organized, and professional reception and lobby area. 
• Prepare conference and training rooms with necessary materials and equipment prior to meetings and events. 
• Update the front office welcome monitor with current events, announcements, office closures, and upcoming activities.

Family and Provider Support

• Provide information and assistanceregardingchild careresources through the Find Child Care Oregon (FCCO) system.
• Connect families seekingchild careassistance with ERDC and other community partners.
• Provide consumer educationregardingselecting qualitychild careprograms.
• Provide technicalassistanceand support tochild careproviders individually withchild careregulations and qualityimprovement-asassigned.

• Maintain required technicalassistancedocumentation for all provider contacts in Find Child Care Oregon System (FCCO). 

Data Management and Database Maintenance

• Maintain and update the Find Child Care Oregon (FCCO) database, including: 
• Enrolling newchild careproviders.
• Updating provider openings, rates, schedules, languages spoken, and program information. 
• Enteringtechnicalassistancelogs and other required documentation.
• Assist with the Child Care Market Price Study Survey (MPSS) I the FCCO database. 
• Maintainaccuraterecords and ensure data integrity within assigned systems. 

Administrative Support

• Handle incoming and outgoing correspondence and prepare written reports as requested. 
• Track, sort, and distribute incoming mail, packages, and deliveries. 
• Report missing or undelivered items to the CCR&R Manager. 
• Assistwithmaintainingthe CCR&R/ECB training calendar. 
• Prepare andsubmitquarterly activity reports highlighting accomplishments, trends, provider successes, and emerging needs from thispositionsperspective.
• Assistwithmaintainingthe CCR&R Lending Library, including checking materials in and out. 

Training and Professional Development Support

• Register participants in Oregon Registry Online (ORO) for CCR&R training sessions as assigned 
• Assistwith creating training events and classes within ORO as assigned
• Assistin distributing the quarterly CCR&R Provider Newsletter. 
• Assistwith translation and proofreading of newsletters, training materials, and other CCR&R/ECB documents to ensure accuracy and consistency in both English and Spanish.

• Provides verbal interpretation and translation during CCR&R and/or Every Child Belongs (ECB)trainings, meetings, technicalassistance, and interactions withchild careproviders, families, and others as needed.

Experience and Skills Requirements:     

• High School diploma or equivalentisrequired
• Two years secretarial/computer experience  
• Ability to use computer and word processing software program and manage multi‐lined telephone system, office copy machines, andprinters 
• Understand general officeprocedures 
• Knowledge of correct grammar and punctuation  
• Fluent in EnglishandSpanish both verbally andwritten 
• Interest inadditionaltraining
• Desire to work with low‐income children and theirfamilies 

General Staff Responsibilities:

• Participate in staff meetings, conferences, trainingsessionsand workshops asassigned  
• Demonstrate familiarity with employment policies, performance standards, workplanandobjectivesofAgency
• Maintain congenial and respectful relations with staff, children,familiesandcommunity
• Keep current andaccuraterecords and file reports ontime  
• Maintain confidentialityin regard tostaff and family information 
• Maintainobjectivesand professionalstandards
• Improve self‐skills andeducation  

• Fulfill role as mandated reporter asstatedin Child Abuse and Neglect Policy  
• Be present at workin order toprovide consistency ofservices  
• Be a contributory team member in a positive/productivemanner
• Demonstrate commitment to mission, values, and policies in the performance of dailyduties  
• And or any other dutiesdeemednecessary by yoursupervisor 

Physical R