A resume must be submitted to be considered for this position.

Full-Time, Execellent Benefit and Paid Time Off

Starting Wage: $20.85 - $22.94/ per hour, based on Education and Experience

PURPOSE:

The Executive Administrative Assistant will perform confidential and administrative assignments for the 0-5 Head Start Director, 0-5 Assistant Head Start Director, and other administrative assignments as assigned for Agency leadership utilizing a detailed knowledge of the agency’s processes including daily operations, Agency policies and procedures and grant requirements. This position must interact with parents and agency personnel in a professional manner and is responsible for meeting Head Start Program Performance Standards and following the Agency policies and procedures.

ESSENTIAL JOB DUTIES:

I. ADMINISTRATIVE SUPPORT DUTIES

A. Provide direct administrative support to the 0-5 Head Start Director, the 0-5 Assistant Head Start Director, and other Agency Directors, as needed.

B. Interface professionally with Agency Departments to meet Director’s Administrative needs.

II. ADMINISTRATIVE DUTIES

A. Possess a detailed knowledge of and ability to interpret the Agency’s operations including policies and procedures, Policy Council and board operations, and grant requirements.

B. Prepare correspondence, specialized forms, and complex reports.

· Make computations, assemble information and prepare complex reports;

· Maintain specialized reports and files.

C. Maintains agency-wide calendar.

· Assists in the maintenance of the 0-5 Head Start Director calendar.

D. Prepares agendas; send invites; takes, types, and distributes minutes in a timely manner.

· Management Team Meetings;

· Site Manager meetings;

· Department Manager meetings;

· Other management meetings as requested.

E. Prepares the Agency’s Weekly Memo and ensures weekly posting.

· Seeks input, pictures and agency information; independently collects relevant material;

· Creates and designs the newsletter in an informative and visually engaging manner;

· Creates and designs the reception television informative slides.

F. Provides support to the front desk as required.

· Will provide coverage to the front desk as requested;

· May cover breaks when needed;

· Collecting and sorting mail.

III. PROJECTS/ACTIVITIES

A. Carry out special projects as requested by the 0-5 Head Start Director, 0-5 Assistant Head Start Director and other Department Directors, as needed.

· Prepare and update documents, forms, etc., for grant application/renewal process;

· Prepare and update goals and objectives creation, maintenance, and updating;

· Assists in the preparation of the Training and Technical Assistance Plan;

· Prepare documents, schedules, and reports for annual Self-Assessment process;

· Support as needed, preparing for and during Federal Monitoring Review;

· Professionally prepare complex grants, data sets and applications;

· Arranges invitations, agendas, room set up and clean up for committees, and other Agency events, as assigned;

· Assist with staff events and special projects, as requested;

· Partners with the Public Relations Marketer to assist with events;

· Prepare Town Hall presentations.

IV. INTERACTION WITH CHILDREN, PARENTS, AND CO-WORKERS

A. Must related in a positive, nurturing and supportive way, both verbally and physically, and be sensitive to the needs of children, parents and co-workers.

B. Must use quick, safe reactions and responses in dealing with children or situations that involve children.

V. WORK ENVIRONMENT AND SAFETY

A. Maintain a safe and pleasant work environment.

B. Follow safety regulations, policies, and procedures.

C. Actively contribute towards promoting a safe workplace/environment.

VI. 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.

JOB SPECIFICATIONS:

Education : High school diploma or equivalent required; post-secondary education in business office management preferred.

Certification or Accreditation : None.

Experience : Minimum two-years office experience required.

Essential Skills : Minimum 45 wpm keyboarding; proficiency with computer software including, Microsoft Office Suite and database programs; excellent written and verbal communication skills; accurate and proficient filing and sorting skills (alphabetical and numerical). Accurate and proficient minute recording and transcribing skills. Ability to perform job duties with proficiency and a high level of accuracy. Proficient with Microsoft Teams preferred.

Essential Mental Abilities : Ability to manage multiple projects and tasks effectively and efficiently; exercise good judgment, be flexible, organize, prioritize and be open to change. Ability to work as a team member and to be self directed. Ability to accept, reflect and act upon feedback. Ability to maintain confidentiality.

Essential Physical Requirements : Ability to occasionally lift and carry 15 lbs. a distance of 15 feet, ability to sit for extended periods of time, up to 8 hours per day. Sufficient mobility, strength and range of motion to intermittently stand, kneel or squat, reach, twist and bend. Sufficient manual dexterity and hand-eye coordination to perform repetitive keyboarding and fine motor activities; sufficient vision and hearing to perform job duties. Ability to drive a motor vehicle.

Exposure to Hazards : Repetitive motion tasks, sitting for long periods of time, use of personal computer and other office equipment; driving and riding in a motor vehicle.

Working conditions : Indoor office, occasional 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 health screening 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: 0-5 Head Start Director