SERVICE AREA ASSISTANT – EDUCATION DEPARTMENT

Full Time, Excellent Benefits and Paid Time Off

Starting Wage: $15.06 per hour

Bilingual Starting Wage: $15.81 per hour

PURPOSE:

The Service Area Assistant (SAA) for the Education Department will assist the Education Department and centers within the Agency as required. This position will also be cross-trained and assigned work for all service areas including, but not limited to, Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA) department, Administration, Parent, Family, and Community Engagement (PFCE), Disabilities, Education, Health, Nutrition, Reception, Early Head Start, and Operations. The SAA will have direct responsibility to provide support to specified service areas as assigned. This position is responsible for meeting Head Start performance standards and following the Agency policies and procedures.

ESSENTIAL JOB DUTIES:

I. SERVICE AREA AND CENTER DIRECT SUPPORT

A. Provide direct clerical support to the Education Department;

B. Assist with the organization, implementation and maintenance of specific service area or center materials, records, files, reports, etc.;

C. Maintain fiscal data and records as required;

D. Cross-train assigned co-workers to cover specific service area needs as required.

E. Request purchase orders and track budgets for Education Department;

F. Order materials for the Education Department;

G. Maintain center inventories;

H. Take minutes for ECE Advisory Committee;

I. Distribute materials to Centers as needed – E-cards, home visit forms, ordered items, etc.;

J. Make copies, laminate, fax, scan, and type documents as needed;

K. Assist in compiling training materials;

L. Run TS Gold and ASQ reports;

M. Compile child record requests and subpoenas as requested;

N. Send out transitioning student education records;

O. Head Start and Early Head Start ASQ and ASQ-SE.

II. GENERAL CLERICAL DUTIES

A. Maintain files and records so they remain updated and easily accessible.

B. Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.).

C. Utilize office equipment, such as photocopier, printers, etc., and computers for word processing, spreadsheet creation and email.

D. Take minutes of meetings.

E. Monitor stocks of office supplies and report when there are shortages.

F. Gather statistical data, data entry, tracking of data and generation of reports.

G. Cross train in a variety of service areas and provide training for peers.

H. Prepare training materials.

I. Attend trainings and/or meetings.

J. Meet with Supervisor regularly.

K. Participate and contribute to clerical support meetings.

III. CLERICAL WORK GROUP

A. Answer phones as backup for the front office and direct calls appropriately.

B. Provide assistance to clients and general public as needed in the front office reception area or as otherwise requested.

C. Perform opening and closing procedures as needed for area.

D. Promote and actively facilitate good teamwork and team building among various service areas and between coworkers.

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

A. 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.

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 and 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. Working conditions include indoor office, occasional local travel and occasional out of town travel.

REQUIRED JOB SPECIFICATIONS

Education : High school diploma or equivalent; post-secondary or technical education and/or training preferred.

Certification or Accreditation : None.

Experience : Minimum one year administrative assistant or high level clerical work preferred.

Essential Skills : Keyboarding and computer proficiency to include Microsoft Office Suite and database programs. Excellent interpersonal, written and verbal, communication skills; proficient mathematical abilities; proficient filing and sorting skills (alphabetical and numerical). Ability to perform job duties with a high level of accuracy.

*Bilingual staff must possess sufficient English/Spanish language proficiency to facilitate translation of verbal and written data in all forms and ability to provide accurate translated information.

Essential Mental Abilities : Ability to multitask; exercise good judgment, be flexible, organize and prioritize. Ability to work as a team member and to be self-directed. Ability to maintain confidential information.

Essential Physical Requirements : Ability to lift and carry 15 lbs. a distance of 15 feet, ability to sit for extended periods of time. Sufficient mobility, strength and range of motion to 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.

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

Three (3) years DMV court print driving record

Valid Oregon Driver License

Reliable transportation

Proof of current personal automobile insurance in accordance with Agency policy

Approval to drive from Agency insurance carrier – requires at least 21 years of age

REPORTS TO: Department Director or Manager