Bilingual English/Spanish Administrative As

UMATILLA-MORROW COUNTY HEAD START INC•Hermiston, OR

1d•$18 - $20•Hybrid

About The Position

To assist the Administrative Staff in office procedures through written correspondence and verbal communication. This role involves front office/reception duties, administrative support and projects, main office organization and maintenance, supply requests and ordering, assisting with the Car Seat program, and translation services.

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
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.
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

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.
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.
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.
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.
Assist staff 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.
Assist staff and clients in purchasing and properly installing child safety seats.
Attend Car Seat Clinics in the community as needed.
Translate a variety of documents including child menus, parent letters and any agency communications, etc. as requested.
Assist as needed for verbal translation.
Other duties deemed necessary by your supervisor.
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.
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.