Administrative Assistant "Head Secretary" - Migrant Summer School (

Title: Administrative Assistant – Special Projects (Summer School Support)

Department: Migrant Education

Classification: Classified

Supervised by: Program Director or Migrant Summer School Director

Position Purpose:

To provide record keeping, clerical support and assistance in the efficient and effective operation of programs in conformance to ESD and State objectives.

Job Qualifications: Education and Experience:

• • High School Diploma or equivalent required.
  • Three years job related experience or a graduate of a recognized school of secretarial skills preferred.
  • Associate Degree or other post-secondary education and/or training in a related field preferred.
  • Bilingual in English/Spanish is preferred.

Licenses, Certifications, Bonding, and/or Testing Required:

• Criminal Justice Fingerprint Clearance
• Valid Driver’s License and evidence of insurability
• First Aide Card
• Successfully pass district background screening

Knowledge, Skills and Abilities:

• Provides professional skills in e-mail, word processing, database program entry, and spreadsheet applications for the purpose of relaying information to appropriate parties.
• Demonstrates flexibility and adaptability when acquiring new tasks and learning new skills.
• Knowledge of department specific program areas including policies and procedures.
• Collaborates with department director/coworkers to design and produce program specific documents.
• Performs work with accuracy, thoroughness and dependability.
• Demonstrates understanding of job requirements.
• Demonstrates the ability to learn and perform under changes in work or working conditions.
• Can be counted on to follow instructions and works well with a minimum of supervision.
• Demonstrates initiative in identifying tasks to be completed and willingly assumes responsibilities for their completion.
• Effectively communicates with others in an appropriate manner.

Essential Job Functions:

• Assists with administration and regulation of department’s budgets. Monitor revenue, expenditures, and reconcile year-end balances.
• Assists department staff in meeting agency system requirements (travel, reimbursements, payroll, etc.).
• Completes and processes department purchase orders. Verifies receipt of purchases; direct merchandise to appropriate programs; bill program budgets as appropriate.
• Payroll preparation for department staff (track staff calendars, leave, exchange forms and timesheets).
• Organizes workshops/events. Produce related programs and training materials. Procure necessary supplies. Coordinate and schedule meeting rooms.
• Completes and submits referrals/reports/plans as required by program area.
• Maintains student database/lists in accordance with agency and/or program needs as appropriate.
• Provides assistance and follow through to questions and inquiries; when necessary, direct questions and concerns to appropriate staff, board members and/or community partners.
• In Department Director’s absence, make independent decisions within limits of agency policies and procedures regarding department matters.
• Collaborates and plans with community stakeholders to provide supports to homeless youth.
• Attends other agency meetings regarding homelessness.
• Attends all migrant required training and workshops provided by the Oregon Migrant Education Service Center.
• Maintain a regular filing system (electronic and paper) and department inventories.
• Perform other related duties, as assigned, to support the success of the agency.