Administrative Assistant – Early Learning Hub
Columbia Gorge Educational Service District
Job Description – Administrative Assistant – Early Learning Hub
Title: Administrative Assistant – Early Learning Hub
Department: Regional Early Learning Hub
Classification: Classified
Supervised by: Program Director or Superintendent
Work Year: Assigned by Superintendent
Position Purpose:
This position assists the Director of the Four Rivers Early Learning Hub and Parenting Hub with the administrative duties of his/her office; and provides secretarial support to the Board of Directors.
Job Qualifications: Education and Experience:
High School Diploma or equivalent required.
Five years job related experience or a graduate of a recognized school of secretarial skills required.
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 Aid Card
Successfully pass district background screening
Knowledge, Skills, and Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ·
Ability to travel between work sites/locations; must provide own reliable transportation.
Ability to work flexible hours to accommodate work in the evening and/or weekend.
Demonstrate effectiveness in organizational and coordination skills.
Demonstrate written, verbal (in person and by phone) and interpersonal communication skills.
Demonstrate computer skills, including word processing, database, spreadsheet applications, web design, and maintenance skills.
Ability to exercise independent judgment and aptitude for handling and processing privileged information with professional integrity.
Complete projects in an accurate and timely manner.
Ability to work effectively and cooperatively with staff, school personnel and constituent agencies.
Ability to undertake responsibilities and complete assignments with minimal supervision.
Essential Job Functions:
Demonstrate professional character in all job responsibilities. Display courteous, polite disposition, exercising tact and diplomacy. Maintain confidentiality in reference to staff, boards and in all aspects of operation of the Early Learning and Parenting Hubs.
Provide assistance and follow through to questions and inquiries; when necessary, direct questions and concerns to appropriate staff, board members and/or community partners.
Complete and process department purchase orders as needed. Verify receipt of purchases and direct merchandise to appropriate programs as needed.
In the Department Director’s absence, make independent decisions within the limits of agency and hub policies and procedures regarding department matters.
Assists department staff in meeting agency system requirements for travel, reimbursements, etc.
Provide professional skills in email, word processing, spreadsheet applications, verbal communication, and written composition for the purpose of relaying information to appropriate parties.
Maintain a regular filing system (electronic and paper) and department inventories.
Demonstrate flexibility and adaptability to acquiring new tasks and learning new skills.
Coordinates professionally with the director and community partners to organize meetings and collaborative events as well as family engagement activities.
Actively promotes all early learning and parent education hub activities using email, social media and website posting, and may include the creation and distribution of promotional materials.
Work closely with Hub Communications designee to utilize social media and web-based tools to recruit and inform community partners and families.
Provide coordination of and support for Early Childhood meetings, Regional Family Services Advisory Team, and Governance Board meetings, post agenda on transparency website and Hub website, prepare and distribute minutes within 2 weeks of meeting completion.
Coordinates professionally with the director and community partners to organize meetings and collaborative events as well as family engagement activities.
Attends outreach and family engagement activities to provide a positive experience of the Early Learning Hub
Perform other related duties, as assigned, to support the success of the agency.
Educational Skills:
Language & Communication:
Ability to comprehend, interpret and explain pertinent laws, rules, regulations, policies, and procedures.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to speak effectively with other employees and/or students.
Ability to effectively present information and respond to questions from groups of administrators, managers, employees, clients, customers, and/or the public.
Ability to write reports and business correspondence.
Ability to effectively present information and respond to questions from individuals or groups.
Mathematical:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret graphs.
Ability to apply concepts of basic algebra and geometry.
Ability to make accurate mathematical computations or apply standardized statistical procedures.
Reasoning Ability:
Ability to solve practical problems and deals with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Workplace Expectations:
Work effectively with and respond to people from diverse cultures or backgrounds.
Demonstrate professionalism and appropriate judgment in behavior, speech and dress in a neat, clean and appropriate professional manner for the assignment and work setting.
Have regular and punctual attendance.
Confer regularly with other ESD staff, ESD Districts, and immediate supervisor.
Follow all District policies, work procedures and reasonable requests by proper authority.
Maintain the integrity of confidential information relating to a student, family, colleague or District patron.
Demonstrates professional character in all job responsibilities. Displays courteous, polite disposition, exercising tact and diplomacy. Maintains confidentiality in all aspects of the agency.
Attend trainings related to professional growth to stay current on best practices.
Physical Requirements:
In an eight-hour day employee may:
Stand/Walk { }None { }1-4 hrs {x}4-6 hrs { }6-8 hrs
Sit { }None { }1-3 hrs { }3-5 hrs {x}5-8 hrs
Drive { }None {x}1-3 hrs { }3-5 hrs { }5-8 hrs
Employee may use hands for repetitive:
{x} Single Grasping {x} Pushing and Pulling { } Fine Manipulation
Employee may use feet for repetitive movement as in operating foot controls:
{ }Yes {x}No
Employee may need to:
Bend { }Frequently {x}Occasionally { }Not at all
Squat { }Frequently {x}Occasionally { }Not at all
Climb Stairs { }Frequently {x}Occasionally { }Not at all
Lift { }Frequently {x}Occasionally { }Not at all
Lifting:
{x} Sedentary Work: Lifting 10 pounds occasionally with frequent sitting and occasional standing/walking.
{ } Light Work: Lifting 25 pounds occasionally with frequent sitting and occasional standing/walking.
{ } Medium Work: Lifting 50 occasionally, 25 pounds frequently with occasional sitting and frequent standing/walking.
{ } Medium Heavy Work: Lifting 75 pounds occasionally, 35 pounds frequently with occasional sitting and frequent standing/walking.
{ } Heavy Work: Lifting 100 pounds occasionally, 50 pounds frequently with occasional sitting and frequent standing/walking.
Mandatory Child Abuse Reporting
As mandatory reporter (ORS.419b.010) you are required to immediately report to Law Enforcement and or Department of Human Services, any instances of suspected child abuse.
