Bilingual Administrative Assistant (English/Spanish)

Job Description

Job Description

Job Goal:

To assist the Administrative Staff in office procedures through written correspondence and verbal communication.

Essential Duties and Responsibilities:

Front Office / Reception Duties

• Act as Office Specialist and backup Receptionist for Main Office.
• Answer telephone and transfer calls and relay messages to appropriate staff.
• Greet and respond to public coming into the office.
• Provide data entry and office support as necessary to multiple programs and departments.
• Maintain a neat and orderly office.
• Process incoming and outgoing mail promptly each day.
• Oversee the Room Reservation and Vehicle Checkout calendars.
• Coordinate the checkout/in of agency vehicles and gas cards and other storage room access keys.
• Ensure all facility entrances are secure at the end of each day and set the building alarm if needed.

Administrative Support & Projects

• Monitor the Project Request Form and complete projects as needed (copies, laminating, binding, distributing materials, etc.).
• Assist administrative staff with preparations for meetings, agency and main office events, and training including helping with preparation, check in, set/clean up, and errands as needed.
• Assist all administrative staff with projects as needed (creating documents, scheduling meetings and events, distributing materials, marketing materials, etc.) including help with training and event preparation, check-in, set/clean up, and errands as needed.

Main Office Organization and Maintenance

• Check main office printers and copiers daily; restock with paper and submit order requests for supplies as needed for the Main Office, Annex and CCR&R.
• Ensure Main Office coffee supplies are stocked and submit order requests as needed.
• Track postage and mailing supplies and submit order requests as needed. Refill postage meter and occasional trips to Post Office as needed.
• Keep the copy/mail room neat and orderly (pick up loose papers, break down cardboard, straighten supplies, sort copes and coordinate shred pick up as needed).
• Maintain the office kitchen, ensuring cleanliness, organization, and adequate stocking of supplies such as coffee, snacks, utensils, etc.
• Empty trash from front office, copy/mail room, kitchen, and boardroom as needed.
• Keep desk and reception area free of debris and scattered papers.
• Ensure Boardroom is set up and prepared for each day including distribution of tables and chairs, removing loose papers, straightening supplies and trash removal.

Supply Requests and Ordering

• Monitor the Supply Request Form and assist the Health & Safety Manager in fulfilling supply requests.
• Maintain and monitor supply inventory and keep the supply room/areas orderly and submit order requests as needed.
• Coordinate the pickup and/or delivery of supply orders.

Car Seat Program

• Assiststaff with the Car Seat program and obtain Car Seat Certification if need is determined.
• Assist with scheduling car seat appointments and coordinate car seat inventory.
• Assiststaff and clients in purchasing and properly installing child safety seats.
• Attend Car Seat Clinics in the community as needed.

Translation

• Translate a variety of documents including child menus, parent letters and any agency communications, etc. as requested.
• Assist as needed for verbal translation.

Other

• Other duties deemed necessary by your supervisor.

Experience and Skills Requirements:

• High School diploma or equivalent
• Secretarial/computer experience
• Ability to use computer and word processing software program and manage multi‐lined telephone system, office copy machines, and printers
• Understand general office procedures
• Knowledge of correct grammar and punctuation
• Fluent in English and Spanish both verbally and written
• Interest in additional training
• Desire to work with low‐income children and their families

General Staff Responsibilities:

• Participate in staff meetings, conferences, training sessions and workshops as assigned 
• Demonstrate familiarity with employment policies, performance standards, work plan and objectives of Agency 
• Maintain congenial and respectful relations with staff, children, families and community 
• Keep current and accurate records and file reports on time 
• Maintain confidentiality in regard to staff and family information 
• Maintain objectives and professional standards 
• Improve self‐skills and education 
• Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy 
• Be present at work in order to provide consistency of services 
• Be a contributory team member in a positive/productive manner 
• Demonstrate commitment to mission, values, and policies in the performance of daily duties 
• And or any other duties deemed necessary by your supervisor 

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:

• Observe, compare, and monitor behaviors, records and data to determine compliance with prescribed standards.
• Comprehend, analyze, and make inferences and references from written material.
• Lift and move heavy and/or bulky objects up to50 lbs.
• Sit for long periods of time with keyboard and do data entry at a computer.
• Occasionally required to stand, use hands to finger, handle, or feel and reach with hands and arms.
• Frequently required to drive, walk and climb stairs in the office and in a variety of community based and home settings.
• Drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. (A DMV Record check will be conducted prior to hire)
• Occasional filing is required. This would require the ability to lift files, open filing cabinets and bending as necessary.
• Produce written documentation with clearly organized thoughts using proper sentence construction, punctuation, and grammar.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Work Environment/Conditions:

• The work environment includes indoor office environments or comparable spaces and community spaces, with some exposure to outdoor weather when traveling between sites. The noise level varies by sites and meetings.
• Job tasks are performed in close physical proximity to other people
• Make precise arm‐hand positioning movements and maintain static arm‐hand positions
• Comprehend, analyze, and make inferences and references from written material
• Produce written documentation with clearly organized thoughts using proper sentence construction, punctuation and grammar
• Sort/alphabetize documents, records, and/or files
• Ability to do tasks involving repetitive arm and hand movements, such as heavy word processing/keyboarding, using various office tools to collate, punch, cut, or stamp paper and other repetitive or high‐volume tasks such as bulk mailings, filing projects, etc.
• Perform detailed and repetitive work such as data entry, completion of forms, and verification of computer reports

Safety:

Apply safe practices in the performance of duties

• Reporting of unsafe or hazardous working conditions and/or any injury immediately
• Complying with Agency safety standards
• Participate in emergency drills
• Promote a culture of safe environments in the workplace

Agency-Wide Requirements:

• Current enrollment in the Child Care Division’s Central Background Registry
• Current physical examination, drug screen, and TB screen documentation prior to hire
• Ability to drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. A DMV Record check will be conducted prior to hire.
• Desire to work with low‐income children and their families
• Communicate effectively with staff, families, children, and the public using the telephone and in face‐to‐face, one‐to‐one, and in group settings
• Fluent in English both verbally and written

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

Umatilla-Morrow Head Start, Inc. is committed to providing equal employment and advancement opportunities to all individuals in all aspects of employment, including, but not limited to, recruitment, hiring, job assignments, promotions, career advancement opportunities, working conditions, scheduling, disciplinary action, termination of employment, compensation, and access to benefits and training. We recruit, hire, and promote into all job levels the most qualified applicants without regard to legally protected characteristics.