County Program Support Secretary-Billingual Spanish/English

Description

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County Program Support Secretary

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About Us

We are the Oregon Child Development Coalition. A non-profit organization established in 1971, the Oregon Child Development Coalition grew out of a statewide, collaborative response to a tragic farm accident involving the death of a young child. Originally incorporated under the name, the Migrant Indian Coalition, the mission of the organization was to ensure access to early childhood care and education opportunities for Oregon’s most vulnerable populations, most notably Oregon’s migrant farm workers and especially during Oregon’s peak agricultural months when parents’ need to work often conflicts with a child’s need for care during the day.

Summary - County Program Support Secretary

Network Provides administrative services to Program Director and management team including written reports, data collection, travel and meeting arrangements, appointments, trainings and conferences.

Wage/Hour/Status : Non-Exempt
Pay Grade: 5
Reports to: Program Director or Program Manager

Responsibilities - County Program Support Secretary:

• Serves as receptionist and welcomes visitors by:
  • Greeting them in person or on the telephone, answering or referring inquiries and directing them to appropriate program personnel.
  • Giving tours to visitors and prospective parents.
• Maintains security by:
  • Following procedures, monitoring visitor logbook, issuing visitor badges.
• Organizes work and produces information by:
  • Transcribing, formatting, editing, copying, proofreading, text and data
  • Reading and routing correspondence, collecting information, processing incoming mail and distributing to appropriate personnel. Distributes mail by retrieving or receiving items from post office and delivery services, opening and sorting by addressee, destination and type, and delivering items.
  • Translating memos and other correspondence as required.
• Assists Administrative Assistants in ensuring proper distribution of payroll checks by:
  • Issuing pay checks to employees.
  • Making appropriate copies and filing them accordingly.
  • Maintaining check verification log and ensuring that employees sign log verifying receipt of their payroll check.
• Assists family service compliance with Child Care Division (CCD) Regulations by:
  Receiving co-payments from eligible parents as directed.
• Coordinates local county activities by:
  • Working cooperatively with local county staff to coordinate logistics for parent meetings.
  • Attending parent and other meetings as directed.
  • Assisting with logistics for training on-site.
• Keeps equipment (copy machines, postal meter, fax machine and translation equipment) operational by:
  • Following manufacturer's instructions and established procedures.
  • Calling for repairs as directed.
  • Monitoring postage reserves by monitoring balances and requisitioning requests.
• Maintains local county inventory supply by:
  • Ordering, receiving, and distributing office and other supplies following Program Director authorization and Agency purchasing guidelines.
  • Determining needs for supplies per Program Director.
  • Maintaining and enforcing inventory/supply system.
• Contributes to team effort by:
  • Attending staff meetings as required.
  • Accomplishing tasks as assigned and directed.
  • Attending conferences, training, and workshops as requested to update skill levels and maintain technical knowledge.
  • Fostering an understanding of Head Start, its mission, goals, objectives, and program services.
• Maintains confidentiality and protects agency operations by:
  • Keeping information confidential.
• Continually applies safety practices in all facets of the performance of duties by:
  • Complying with agency safety standards.
  • Supporting participation of a safe environment.
  • Immediately reporting any unsafe or hazardous working conditions and/or any injury.
• Other responsibilities:
  • Performing other work related or assigned duties, which could include the responsibility of opening and closing the center, accepting medication in the absence of health staff, or distributing supplies to classrooms.

Requirements

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County Program Support Secretary

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Requirements - County Program Support Secretary:

Education and Job Requirements :

• High School Diploma with at least 2 years of experience in an office/secretarial environment OR
• AA/AS degree in business or a closely related field with one year’s office/secretarial experience OR
• A combination of business college level coursework and work experience to complete four years of solid office/secretarial experience.

Other Job Requirements :

• Ability to type accurately.
• Ability to take and transcribe meeting notes.
• Ability to obtain current First Aid and CPR cards with infant/child CPR.
• Ability to travel occasionally.
• Ability to pass agency sponsored physical examination.
• Possess a valid driver’s license, acceptable driving record, and current auto insurance coverage.
• Ability to relate positively to children and adults.
• Must be enrolled in Oregon Criminal History Registry.

Other Skill Requirements:

• Bilingual English/Spanish preferred.
• Bilingual fluency may be required at some work sites.
• Must have ability to operate computers and possess basic knowledge of MS Windows, Microsoft Word and other software.
• Excellent organizational skills.
• Excellent communication skills.
• Perform duties with moderate direction given, operating from established directions and instructions.
• Decisions are made within general agency policy constraints, but frequently requires independent decision making.

Job Conditions :

• There may be frequent interruptions, working alone, evening or weekend work, which requires ability to work under extreme work place pressure and in a congested or close office environment.
• Must frequently meet tight deadlines and have the flexibility to adjust to changing work schedules and receive information from different sources.

Mental Requirements of the Job:

• Must be able to relate and continually interact positively to co-workers, visitors, and other external contacts to provide information.
• Frequently faces deadlines with attention to detail and must complete tasks in a timely manner.
• Must gather, organize, analyze, and prioritize work to make presentations to local staff.

Notes:This agency believes that each employee makes a significant contribution to our success. This job description in no way implies that these are the only duties to be performed by the employee. At all times, employees will be required to follow any instruction and to perform any other duties within this or a lower job level upon the request of the supervisor. At times, employees may also be required to perform higher level duties.