Job Goal:

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

Essential Responsibilities:

Act as Receptionist/Secretary for Hermiston Main Office

• Answer telephone and transfer calls and relay messages to appropriate staff
• Greet and respond to public coming into the office
• Type, reproduce, and distribute written materials promptly
• Make copies, laminate, bind, fax, and/or arrange printed orders for staff as requested
• Open and distribute mail; makes sure that all confidential mail is given directly to the person
• Process outgoing mail and all correspondence promptly each day
• Makes sure that people coming in the office observe the health and safety protocols when necessary
• Daily wiping down of entrance ways, pens, thermometers, door handles with disinfectant
• Printing of sign in and out sheets for office breaks, lunch, vacations
• Schedules the use of all the meeting rooms located in the Main Office, Annex and DCEL
• Agency Vehicle Check Out: ~scheduling via email ~keeping current calendar of use ~tracking reported issues ~updating status of vehicles to Agency Vehicle Inventory list
• Ready Fleet: entering data for modules for buses and vehicles when needed
• Change format of EHS Menu to a Feeding Log & send to EHS, EHSCCP CFAs & TAs monthly
• Assist Associate Director with keys as I am on site with the key box, making sure they are locked, recording to spreadsheet who new keys are given to, relaying requests

Maintenance of office files, supplies, procedures, and forms

• Check all printers and copy machines daily and restock with paper as needed
• Order supplies; toners and waste box for main printers at Main Office, Annex, and DCEL buildings
• Maintain Copy Machine form and submit total count along with Annex, DCEL, NELC, HCSR, PELC for Month End report to Fiscal Director
• Maintain postage count daily and submit total to Fiscal Director monthly
• Promptly shred files as they arrive for shredding and empty shredder bags into dumpster, recycle when possible

Maintain an orderly desk and office area

• Vacuum and dust entire front office when needed, as well as the copy room
• Keep the mail room and copy room neat and orderly (i.e. pick up loose papers, break down cardboard, straighten up supplies, sort copies left behind, etc.)
• Empty trash from front office, mail room, and copy room as needed
• Keep desk free of debris and scattered papers
• Perform physical inventory of equipment and/or supplies and order supplies as needed

Ensure all facility entrances are secure and the alarm is set nightly; bring out in the morning and keep in the afternoon the stand outside the side door

Make coffee for staff in kitchen area upon arrival at work

• Clean coffee maker as needed

Professional Development Coordination

• Input staff training information in employees’ Staff Development Records to Child Plus to ensure they are kept current and up to date
• Maintain a file for the sign in sheets and agendas for staff trainings
• Assist in the development of the annual staff training plan utilizing input from the leadership team, training committee, and staff development committee
• Assist the Training & Development Manager in coordination of trainings

o Space rental

o Equipment needs

o Food

Oregon Parenting Education Collaboration Advisory Board

• Assists Family Education & Support Director in preparation if needed for meetings
• Sends reminder emails and handles RSVP w/IMESD
• Attends meetings and take minutes, sends any other requested correspondence to the Advisory Board

Qualifications:

• High School diploma or equivalent
• Computer Skills (Microsoft Word, Excel, and Publisher)
• Ability to manage multi-lined telephone system, office copy machines, and printers
• Understand general office procedures
• Knowledge of correct grammar and punctuation
• Current enrollment in the Child Care Division’s Central Background Registry
• Current physical examination, drug screen, and TB screen documentation upon hire
• Adequate means of transportation
• 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 regards 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
• Apply safe practices in the performance of duties

o Reporting of unsafe or hazardous working conditions and/or any injury immediately

o Complying with Agency safety standards

o Participate in emergency drills

o Promote a culture of safe environments in the workplace

Other Requirements:

• Communicate effectively with staff, families, children, and the public using the telephone and in face-to-face, one-to-one, and in group settings
• Comprehend, analyze, and make inferences and references from written material
• Fluent in English both verbally and written
• Produce written documentation with clearly organized thoughts using proper sentence construction, punctuation and grammar
• Make precise arm-hand positioning movements and maintain static arm-hand positions
• 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
• 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