Bilingual English/Spanish Administrative Assistant - CCR&R

UMATILLA-MORROW COUNTY HEAD START INC•Hermiston, OR

3d•$18 - $20•Hybrid

About The Position

This is a part-time position (20 hours per week) at the Hermiston Child Care Resource & Referral (CCR&R) and Every Child Belongs (ECB) office. The primary goal is to provide exceptional customer service and administrative support to clients, child care providers, community partners, and coworkers. The role involves creating a welcoming and professional environment, responding to inquiries, connecting individuals with resources, and supporting the daily operations of the offices.

Requirements

High school diploma or equivalent.
Two years of secretarial/computer experience.
Ability to use computer and word processing software.
Ability to manage a multi-lined telephone system, office copy machines, and printers.
Understanding of 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.
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.
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.

Responsibilities

Welcome guests, clients, and community members, directing them to appropriate staff or areas.
Answer, screen, and forward telephone calls, taking accurate messages.
Respond to routine inquiries in person, by phone, and email.
Maintain a welcoming, clean, organized, and professional reception area.
Prepare conference and training rooms with necessary materials.
Update the front office welcome monitor with current information.
Provide information and assistance regarding child care resources through the Find Child Care Oregon (FCCO) system.
Connect families seeking child care assistance with ERDC and other community partners.
Provide consumer education on selecting quality child care programs.
Provide technical assistance and support to child care providers regarding regulations and quality improvement.
Maintain required technical assistance documentation in the FCCO system.
Maintain and update the FCCO database, including enrolling new providers, updating provider information (openings, rates, schedules, languages, program details), and entering technical assistance logs.
Assist with the Child Care Market Price Study Survey (MPSS) in the FCCO database.
Maintain accurate records and ensure data integrity within assigned systems.
Handle incoming and outgoing correspondence and prepare written reports.
Track, sort, and distribute incoming mail, packages, and deliveries.
Report missing or undelivered items to the CCR&R Manager.
Assist with maintaining the CCR&R/ECB training calendar.
Prepare and submit quarterly activity reports.
Assist with maintaining the CCR&R Lending Library.
Register participants in Oregon Registry Online (ORO) for CCR&R training sessions.
Assist with creating training events and classes within ORO.
Assist in distributing the quarterly CCR&R Provider Newsletter.
Assist with translation and proofreading of newsletters, training materials, and other documents in English and Spanish.
Provide verbal interpretation and translation during trainings, meetings, technical assistance, and interactions with providers, families, and others as needed.
Participate in staff meetings, conferences, training sessions, and workshops.
Demonstrate familiarity with employment policies, performance standards, work plan, and objectives.
Maintain congenial and respectful relations with staff, children, families, and the community.
Keep current and accurate records and file reports on time.
Maintain confidentiality of staff and family information.
Maintain objectives and professional standards.
Improve self-skills and education.
Fulfill role as mandated reporter.
Be present at work to ensure consistency of services.
Be a contributory team member in a positive/productive manner.
Demonstrate commitment to mission, values, and policies.
Perform other duties as deemed necessary by the supervisor.
Apply safe practices in the performance of duties.
Report unsafe or hazardous working conditions and/or injuries immediately.
Comply with agency safety standards.
Participate in emergency drills.
Promote a culture of safe environments in the workplace.