Administrative Assistant "Head Secretary" Migrant Summer School (

Title:Administrative Assistant Special Projects (Summer School Support)

Department:Migrant Education

Classification:Classified

Supervised by:Program Director orMigrant Summer School Director

Position Purpose:

To provide record keeping clerical support and assistance in the efficient and effective operation of programs in conformance to ESD and State objectives.

Job Qualifications: Education and Experience:

• High School Diploma or equivalent required.
• Three years job related experience or a graduate of a recognized school of secretarial skillspreferred.
• Associate Degree or other post-secondary education and/or training in a related fieldpreferred.
• Bilingual in English/Spanish ispreferred.

Licenses Certifications Bonding and/or Testing Required:

• Criminal Justice Fingerprint Clearance
• Valid Drivers License and evidence of insurability
• First Aide Card
• Successfully pass district background screening

Knowledge Skills and Abilities:

1. Provides professional skills in e-mail word processing database program entry and spreadsheet applications for the purpose of relaying information to appropriate parties.
2. Demonstrates flexibility and adaptability when acquiring new tasks and learning new skills.
3. Knowledge of department specific program areas including policies and procedures.
4. Collaborates with department director/coworkers to design and produce program specific documents.
5. Performs work with accuracy thoroughness and dependability.
6. Demonstrates understanding of job requirements.
7. Demonstrates the ability to learn and perform under changes in work or working conditions.
8. Can be counted on to follow instructions and works well with a minimum of supervision.
9. Demonstrates initiative in identifying tasks to be completed and willingly assumes responsibilities for their completion.
10. Effectively communicates with others in an appropriate manner.

Essential Job Functions:

1. Assists with administration and regulation of departments budgets. Monitor revenue expenditures and reconcile year-end balances.
2. Assists department staff in meeting agency system requirements (travel reimbursements payroll etc.).
3. Completes and processes department purchase orders. Verifies receipt of purchases; direct merchandise to appropriate programs; bill program budgets as appropriate.
4. Payroll preparation for department staff (track staff calendars leave exchange forms and timesheets).
5. Organizes workshops/events. Produce related programs and training materials. Procure necessary supplies. Coordinate and schedule meeting rooms.
6. Completes and submits referrals/reports/plans as required by program area.
7. Maintains student database/lists in accordance with agency and/or program needs as appropriate.
8. Provides assistance and follow through to questions and inquiries; when necessary direct questions and concerns to appropriate staff board members and/or community partners.
9. In Department Directors absence make independent decisions within limits of agency policies and procedures regarding department matters.
10. Collaborates and plans with community stakeholders to provide supports to homeless youth.
11. Attends other agency meetings regarding homelessness.
12. Attends all migrant required training and workshops provided by the Oregon Migrant Education Service Center.
13. Maintain a regular filing system (electronic and paper) and department inventories.
14. Perform other related duties as assigned to support the success of the agency.

Required Experience:

Junior IC