Area Administrative Assistant - South Medford & West Medford Centers

AREA ASSISTANT Full-Time, Excellent Benefits, and Paid Time Off Starting Wage: $19.57 per hour Starting Bilingual Wage: $20.55 per hour, dependant on Bilingual Screening 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 Word Processing and Data Entry

Letters, forms and reports; Maintain and monitor database information; Generate newsletters, memos, etc.; Generate required reports as assigned.

Special Projects

Provide support for Agency level projects, as assigned; Assist with coordination of meetings and/or events.

Filing

Sort, cross reference, and file letters, reports and/or other documents; Maintain up-to-date files and systems.

Mail

Open, sort, and/or distribute incoming mail, messages, and/or reports; Pick-up and drop-off interagency and postal mail/packages as directed.

Photocopying, Collating, and Laminating

Letters, forms and reports; Teacher Calendars; Newsletters.

Center Supplies

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

Trainings and Meetings

Attend trainings and/or meetings, as assigned; Take minutes of center meetings and distribute, as assigned.

Answer phones and direct calls appropriately. Provide assistance to parents, volunteers, and the general public as needed at the center. Promote and actively facilitate good teamwork and team building with the entire center staff. Maintain financial records as assigned. Operate and maintain center office equipment. II. CENTER SUPPORT Assist center teams to ensure all services are available to enrolled children as assigned by the Site Manager. Provide backup for bus monitor, nutrition, and classroom services. Assist with daily center cleaning and maintenance as needed. III. INTERACTION WITH CHILDREN, PARENTS, AND CO-WORKERS 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. Must use quick, safe reactions and responses in dealing with children or situations that involve children. IV. WORK ENVIRONMENT AND SAFETY Maintain a safe and pleasant work environment. Follow safety regulations, policies and procedures. 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. Ability to read, write, and communicate effectively in English to understand and follow procedures, ensure safety, and complete required documentation related to the position. Essential Physical Requirements: This position is classified as Center‑Facing. Ability to lift and carry up to 40 lbs. a distance of 25 feet and to push and/or pull up to 40 lbs. a distance of 20 yards. Sufficient mobility, strength, and range of motion to perform standing, walking, balancing, stooping, bending, crouching, crawling, sitting on the floor, reaching, squatting or kneeling, twisting, and ascending or descending steps. Ability to react quickly to the physical actions of children. Ability to sit for extended periods of time as required by the position. Sufficient stamina to perform job duties at the required frequency. Sufficient vision, hearing, manual dexterity, and eye‑hand coordination to perform job duties safely and effectively. These physical requirements reflect the maximum potential demands of working in a center‑based setting and are not indicative of continuous lifting or carrying. 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