Bilingual English/Spanish Administrative Assistant - CCR&R in Hermiston, Oregon at UMATILLA-MORROW COUNTY HEAD START INC

Part Time position at 20 hours per week, Hermiston CCR&R

Job Goal:

To provide exceptional customer service and administrative support to Child Care Resource & Referral (CCR&R) and Every Child Belongs (ECB) clients, child care providers, community partners, and coworkers. To create a welcoming and professional environment by greeting guests, clients, and community members, responding to inquiries, connecting individuals with appropriate resources, and supporting the daily operations of the CCR&R and Every Child Belongs offices.

Essential Duties and Responsibilities:

Reception and Customer Service

• Welcome guests, clients, and community members as they arrive at the Child Care Resource & Referral and Every Child Belongs office.
• Direct visitors to the appropriate staff member, meeting room, or department.
• Answer, screen, and forward incoming telephone calls professionally.
• Takeaccuratemessages and promptly deliver them toappropriate staff.
• Respond to routine inquiries in person, by telephone, and through email.
• Maintain a welcoming, clean, organized, and professional reception and lobby area.
• Prepare conference and training rooms with necessary materials and equipment prior to meetings and events.
• Update the front office welcome monitor with current events, announcements, office closures, and upcoming activities.

Family and Provider Support

• Provide information and assistanceregardingchild careresources through the Find Child Care Oregon (FCCO) system.
• Connect families seekingchild careassistance with ERDC and other community partners.
• Provide consumer educationregardingselecting qualitychild careprograms.
• Provide technicalassistanceand support tochild careproviders individually withchild careregulations and qualityimprovement-asassigned.

• Maintain required technicalassistancedocumentation for all provider contacts in Find Child Care Oregon System (FCCO).

Data Management and Database Maintenance

• Maintain and update the Find Child Care Oregon (FCCO) database, including:
• Enrolling newchild careproviders.
• Updating provider openings, rates, schedules, languages spoken, and program information.
• Enteringtechnicalassistancelogs and other required documentation.
• Assist with the Child Care Market Price Study Survey (MPSS) I the FCCO database.
• Maintainaccuraterecords and ensure data integrity within assigned systems.

Administrative Support

• Handle incoming and outgoing correspondence and prepare written reports as requested.
• Track, sort, and distribute incoming mail, packages, and deliveries.
• Report missing or undelivered items to the CCR&R Manager.
• Assistwithmaintainingthe CCR&R/ECB training calendar.
• Prepare andsubmitquarterly activity reports highlighting accomplishments, trends, provider successes, and emerging needs from thispositionsperspective.
• Assistwithmaintainingthe CCR&R Lending Library, including checking materials in and out.

Training and Professional Development Support

• Register participants in Oregon Registry Online (ORO) for CCR&R training sessions as assigned
• Assistwith creating training events and classes within ORO as assigned
• Assistin distributing the quarterly CCR&R Provider Newsletter.
• Assistwith translation and proofreading of newsletters, training materials, and other CCR&R/ECB documents to ensure accuracy and consistency in both English and Spanish.

• Provides verbal interpretation and translation during CCR&R and/or Every Child Belongs (ECB)trainings, meetings, technicalassistance, and interactions withchild careproviders, families, and others as needed.

Experience and Skills Requirements:

• High School diploma or equivalentisrequired
• Two years secretarial/computer experience
• Ability to use computer and word processing software program and manage multi‐lined telephone system, office copy machines, andprinters
• Understand general officeprocedures
• Knowledge of correct grammar and punctuation
• Fluent in EnglishandSpanish both verbally andwritten
• Interest inadditionaltraining
• Desire to work with low‐income children and theirfamilies

General Staff Responsibilities:

• Participate in staff meetings, conferences, trainingsessionsand workshops asassigned 
• Demonstrate familiarity with employment policies, performance standards, workplanandobjectivesofAgency 
• Maintain congenial and respectful relations with staff, children,familiesandcommunity 
• Keep current andaccuraterecords and file reports ontime 
• Maintain confidentialityin regard tostaff and family information 
• Maintainobjectivesand professionalstandards 
• Improve self‐skills andeducation 

• Fulfill role as mandated reporter asstatedin Child Abuse and Neglect Policy 
• Be present at workin order toprovide consistency ofservices 
• Be a contributory team member in a positive/productivemanner 
• Demonstrate commitment to mission, values, and policies in the performance of dailyduties 
• And or any other dutiesdeemednecessary by yoursupervisor 

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:

• Observe, compare, andmonitorbehaviors,recordsand data todeterminecompliance with prescribed standards.
• Comprehend, analyze, and make inferences and references from written material.
• Lift and move heavy and/or bulky objects up to50 lbs.
• Sit forlong periodsof time withkeyboardand do data entry at a computer.
• Occasionally required to stand, use hands to finger, handle, or feel and reach with hands and arms.
• Frequently required to drive,walkand climb stairs in the office and in a variety of community based and home settings.
• Drive a private or Agency vehicle; mustpossessa valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. (A DMV Record check will be conducted prior to hire)
• Occasional filing isrequired. This would require the ability to lift files, open filingcabinetsandbendingas necessary.
• Produce written documentation with clearly organized thoughts using proper sentence construction, punctuation, and grammar.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Work Environment/Conditions:

• The work environment includes indoor office environments or comparable spaces and community spaces, with some exposure to outdoor weather when traveling between sites. The noise level varies bysitesandmeetings.
• Job tasks are performed in close physical proximity to otherpeople
• Make precise arm‐hand positioning movements andmaintainstatic arm‐handpositions
• Comprehend, analyze, and make inferences and references from writtenmaterial
• Produce written documentation with clearly organized thoughts using proper sentence construction,punctuationandgrammar
• Sort/alphabetize documents, records, and/orfiles
• Ability to do tasks involving repetitive arm and hand movements, such as heavy word processing/keyboarding, using various office tools to collate, punch, cut, or stamp paper and other repetitive or high‐volume tasks such as bulk mailings, filing projects,etc.
• Perform detailed and repetitive work such as data entry, completion of forms, and verification of computerreports
• Occasional evening or weekend work may berequiredto support CCR&R or Every Child Belongs (ECB) events. Advance notices will be provided, and work schedules will be adjusted accordingly.
• Theposition regularly interacts with families,child careproviders, children, community partners, and individuals from diverse cultural, linguistic, and socioeconomic backgrounds.
• Employees are expected todemonstrateprofessionalism, respect, cultural responsiveness, and strong interpersonal communication skills while fostering an inclusive and welcoming environment.

Safety:

Apply safe practices in the performance of duties

• Reporting of unsafe or hazardous working conditions and/or any injuryimmediately
• Complying withAgency safety standards
• Participate in emergencydrills
• Promote a culture of safe environments in theworkplace

Agency-Wide Requirements:

• Current enrollment in theChild CareDivision’s Central Background Registry
• Current physical examination, drug screen, and TB screen documentation prior to hire
• Ability to drive a private or Agency vehicle; mustpossessa valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. A DMV Record check will be conducted prior tohire.
• Desire to work with low‐income children and theirfamilies
• Communicate effectively with staff, families, children, and the public using the telephone and in face‐to‐face, one‐to‐one, and in groupsettings
• Fluent in English both verbally andwritten

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

Umatilla-Morrow Head Start, Inc. is committed to providing equal employment and advancement opportunities to all individuals in all aspects of employment, including, but not limited to, recruitment, hiring, job assignments, promotions, career advancement opportunities, working conditions, scheduling, disciplinary action, termination of employment, compensation, and access to benefits and training. We recruit, hire, and promote into all job levels the most qualified applicants without regard to legally protected characteristics.