Position is 30 hours per week

Job Goal:

To assist the Administrative Staff in office procedures through written correspondence and verbal communication

Essential Responsibilities:

Act as Office Specialist and Receptionist for Main Office

• Answer telephone and transfer calls and relay messages to appropriate staff
• Greeting and respond to public coming into the office
• Coordinate the check out and in of agency vehicles.
• Monitor the Project Request Form and complete projects as needed (copies, laminating, binding, distributing materials, etc.)
• Assist administrative staff with preparations for meetings, agency and main office events, and training including helping with preparation, check in, set/clean up, and errands as needed.

Main Office Organization and Maintenance

• Check all printers and copiers daily; restock with paper and submit order requests for supplies as needed for the Main Office, Annex and DCEL.
• Ensure Main Office coffee supplies are stocked and submit order requests as needed.
• Track postage and mailing supplies and submit order requests as needed. Refill postage meter and occasional trips to Post Office as needed.
• Keep the copy/mail room neat and orderly (pick up loose papers, break down cardboard, straighten supplies, sort copes and coordinate shred pick up as needed)
• Empty trash from front office, copy/mail room, kitchen, and boardroom as needed.
• Keep desk and reception area free of debris and scattered papers
• Ensure all facility entrances are secure at the end of each day and set the building alarm if needed.
• Ensure Boardroom is set up and prepared for each day including distribution of tables and chairs, removing loose papers, straighten supplies and trash removal.

General Staff Responsibilities:

• Participate in staff meetings, conferences, training sessions and workshops as assigned
• Demonstrate familiarity with employment policies, performance standards, work plan and objectives of Agency
• Maintain congenial and respectful relations with staff, children, families and community
• Keep current and accurate records and file reports on time
• Maintain confidentiality in regards to staff and family information
• Maintain objectives and professional standards
• Improve self-skills and education
• Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy
• Be present at work in order to provide consistency of services
• Be a contributory team member in a positive/productive manner
• Demonstrate commitment to mission, values, and policies in the performance of daily duties
• And or any other duties deemed necessary by your supervisor
• Apply safe practices in the performance of duties
  • Reporting of unsafe or hazardous working conditions and/or any injury immediately
  • Complying with Agency safety standards
  • Participate in emergency drills
  • Promote a culture of safe environments in the workplace

• Knowledge of correct grammar and punctuation
• Current enrollment in the Child Care Division’s Central Background Registry
• Current physical examination, drug screen, and TB screen documentation upon hire
• Adequate means of transportation
• Interest in additional training
• Desire to work with low-income children and their families

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, and monitor behaviors, records and data to determine compliance with prescribed standards.
• Comprehend, analyze, and make inferences and references from written material.
• Lift and move heavy and/or bulky objects up to 50 lbs.
• Sit for long periods of time with keyboard and 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, walk and climb stairs in the office and in a variety of community based and home settings.
• Drive a private or Agency vehicle; must possess a 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 is required. This would require the ability to lift files, open filing cabinets and bending as 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.

Other Requirements:

• Communicate effectively with staff, families, children, and the public using the telephone and in face- to-face, one-to-one, and in group settings
• Comprehend, analyze, and make inferences and references from written material
• Fluent in English both verbally and written
• Produce written documentation with clearly organized thoughts using proper sentence construction, punctuation and grammar
• Make precise arm-hand positioning movements and maintain static arm-hand positions
• Sort/alphabetize documents, records, and/or files
• 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 computer reports
• Ability to drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements
• To protect the health and safety of our employees and families, and pursuant to the Governor's Order, all employees are required to be fully vaccinated against COVID-19 as a condition of employment. If you are unable to comply with this policy due to pregnancy, disability, or because of a sincerely held religious belief, we will ask for written verification.

Umatilla-Morrow Head Start, Inc. Is an Equal Opportunity Employer