GENERAL NARRATIVE DESCRIPTION OF POSITION

The Administrative Assistant will be responsible for office management and support to Child Care Partners’ Director and staff, including answering phones, maintaining data, the website, ordering supplies, and translating documents. This position may require occasional evening or weekend work.

The Administrative Assistant's duties and responsibilities include, but are not limited to the following:

1. Receives and screens incoming calls. Answers general questions pertaining to services and programs offered through Child Care Partners. 
2. Schedule meetings and appointments.
3. Organize and maintain the office filing system.
4. Assists with special projects as needed. 
5. Prepare materials for events, trainings, etc.
6. Translate documents from English to Spanish, as needed.
7. Manage and organize materials, recruit community partners and participate in annual Children’s Fairs.
8. Enter and maintain accurate data and records. 
9. Take minutes at meetings when requested.
10. Enter and maintain accurate information on the Child Care Partners’ website.
11. Maintain office inventory and order supplies as needed.
12. Prepare purchase orders.
13. Assist in the preparation, distribution and translation of quarterly provider newsletter.
14. Attend local CCR&R staff meetings and training.
15. Work with CCR&R staff to provide high-quality services to parents, providers, schools, employers and the communities.
16. Work flexible schedule as needed.
17. Other tasks as assigned by the CCR&R Director.
18. Distribute program information to early learning programs through email, social media, fliers and mailings, as directed.

REQUIRED EXPERIENCE:

1. Minimum of two years experience working with computer software applications, including Microsoft Word, Excel, Publisher, Zoom, and Google Suite.
2. Minimum of two years experience working in an office environment.
3. Knowledge of Find Child Care Oregon database or willing to obtain within 60 days of the hire date.
4. Working knowledge of Oregon Registry Online (ORO) or willing to obtain within 90 days of hire date.
5. Experience working with Canva, or willing to obtain within 90 days of hire date.

EDUCATIONAL BACKGROUND:

1. High school diploma or GED required.
2. Experience in Early Childhood Care and Education is preferred.
3. Bilingual and Biliterate (Spanish/English), required
4. Recognizing and Reporting Child Abuse & Neglect training must be completed within 60 days of the hire date.
5. DELC required safety training must be completed within 30 days of the hire date.

REQUIRED KNOWLEDGE, SKILLS, AND PERSONAL QUALIFICATIONS:

1. Good communication skills are required (writing, spelling, listening, and speaking) in both English and Spanish.
2. Must be able to work respectfully with individuals of all cultures, backgrounds, perspectives and abilities.
3. Ability to work as a member of a team.
4. Ability to follow through to completion of all assigned tasks.
5. Ability to work without close supervision.
6. Ability to work at an assigned workstation.
7. Ability to pay attention to details.
8. Proficient in word processing, spreadsheets, databases and desktop publishing.
9. Ability to organize and prioritize tasks.
10. Dresses and maintains self in a professional manner.
11. Must have reliable transportation, driver’s license and insurance.
12. Interpersonal skills using tact, patience and courtesy.
13. Telephone techniques and courtesy.
14. Ability to work with frequent changes.
15. Adhere to NAEYC Code of Ethical Conduct and apply the Oregon Equity Lens.
16. Maintains the confidentiality of highly sensitive information.
17. Reports suspected child abuse in accordance with Oregon Statute and procedures.

OTHER POSITION INFORMATION:

The employee will be required to use their personal vehicle to travel to meetings and training.

Work will include both day and occasional evening hours to meet the needs of early care and education providers. Occasional Saturday work for events may be required.  

Studies have shown that women and people of color may be less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications for this position, please feel free to contact us to discuss your application. 

Open until filled. 

This is a grant funded position. Continuation of position dependent on continued funding after the grant end date.  

Starting salary is based on qualifications, experience, and internal equity.

Please include a resume, and letter of interest with your application materials