Service Area Administrative Assistant - Enrollment

Full-Time, Excellent Benefits and Paid Time Off

Starting Wage: $19.57 per hour; Bilingual Starting Wage: $20.55 per hour

PURPOSE:

The Service Area Assistant (SAA) will assist Enrollment and centers within the Agency, as required. This position will have direct responsibility to provide support to the Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) department. This position will be cross-trained and assigned work for service areas including Administration, Parent, Family & Community Engagement (PFCE), Health and other departments, as needed. This position is responsible for meeting Head Start performance standards and following the Agency policies and procedures.

ESSENTIAL JOB DUTIES:

I. SERVICE AREA AND DEPARTMENT DIRECT SUPPORT

A. Schedule interviews with interested families.

B. Conduct Application interviews using trauma informed care practices to:

· Gather information to determine a family’s size as defined in the Head Start Performance Standard;

· Gather information to determine if a family qualifies under McKinney-Vento;

· Gather information and documentation of annual income;

· Gather information regarding a family’s need based on our selection criteria.

C. Assist families to ensure complete and timely registrations for program attendance.

D. Support ERSEA Supervisor in maintaining full enrollment by processing drops and offering open slots to families.

II. GENERAL CLERICAL DUTIES

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

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

C. Take minutes of meetings.

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

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

F. Prepare training materials.

G. Attend trainings and/or meetings.

H. Meet with Director regularly.

III. CLERICAL WORK GROUP

A. 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 provide a nurturing environment, using appropriate verbal and physical interaction.

C. Must be able to demonstrate/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

A. 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: Interpreter Certification preferred.

Experience: Minimum one-year administrative assistant or high level clerical work preferred. Minimum one-year of interpreting and translating 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. Must possess sufficient English and Spanish language proficiency to facilitate interpretation and translation of verbal and written information. Must have the ability to provide accurate information to children, families and the public who require interpreting and translation assistance. Ability to read, write, and communicate effectively in English to understand and follow procedures, ensure safety, and complete required documentation related to the position.

*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 with staff, child and family diversity. Ability to work as a team member and to be self-directed. Ability to maintain confidential information.

Essential Physical Requirements: This position is classified as Administrative/Office‑Based. Ability to occasionally lift and carry up to 15 lbs. a distance of 15 feet. Ability to sit and/or stand for extended periods of time, up to 8 hours per day. Sufficient mobility, strength, and range of motion to occasionally stand, stoop, kneel or squat, reach, twist, and bend. Sufficient manual dexterity and hand‑eye coordination to perform job duties, including fine motor activities. Sufficient vision and hearing to perform job duties in an office or program setting.

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; unpredictable child and family behavior; contagious conditions.

Working Conditions : Indoor office and preschool centers; frequent local 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

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: ERSEA Manager