Primary links

Consultant Services Assistant

Job Descriptions

Printer-friendly versionPrinter-friendly version

Position Purpose

Performs a variety of skilled technical support for the Consultant Services staff and programs, including advanced clerical tasks, minutes recording and distribution, scheduling/reservations and document production, creation and distribution and backup reception. Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Essential Job Responsibilities - Performance Indicators

  1. Performs administrative duties for Consultant Services Managers. Responsibility may include screening calls, managing calendars, making travel, meeting and event arrangements; preparing reports and financial data.
  2. Creates and revises systems and procedures by analyzing operating practices, record-keeping systems and forms.
  3. Resolves administrative problems by coordinating preparation of reports, analyzing data and identifying solutions.
  4. Tasked with keeping copies of department policies and procedures.
  5. Attends meetings, takes written notes and prepares the minutes.
  6. Files invoices, contracts and other important documents, and archives older documents as needed.
  7. Proofreads documents for accuracy and grammar or spelling issues.
  8. Orders supplies using the electronic requisition system and maintains accurate inventories of them.
  9. Enters important information into database.
  10. Responds to emails and voice messages on behalf of the Child Development/Disabilities, Family/Community Engagement and Health Consultant as appropriate.
  11. Create and maintain spreadsheets and databases for the department.
  12. Contributes to team effort by accomplishing related results as needed.

Consultant Services Department Records Maintenance and Clerical Support

  1. Forwards information by receiving and distributing communications, collecting and mailing correspondence, copying information
  2. Provides technical support to and manages the assigned Consultant Services activities. Follows assigned processes and procedure to ensure compliance with appropriate policies and legal requirements.
  3. Maintains and updates accurate and timely record-keeping and database systems: assures inclusion of information from required sources and accuracy of records, applies applicable record systems processes and procedures; ensures confidentiality of employee data.
  4. Provides assistance and responds to inquiries and questions from mangers, supervisors, and employees.
  5. Complies, evaluates, and organizes information and data for review, may conduct special reports or studies; maintains documentation and files in a confidential manner.
  6. Participants in training and development activities and present information to employee groups.
  7. Attends various training and development courses and programs in the Consultant Services field. May represent the agency at task forces, committees, etc. as assigned.
  8. Additional duties include drafting and distributing mailings, filing student information and scheduling appointments.
  9. Strong verbal and written communication, customer service, and data entry skills are required.
  10. Assist with reception desk coverage as needed.

All communications are potentially sensitive and are subject to the Head Start policy on confidentiality.

Minimum Requirements:

  • A minimum of a high school diploma.
  • Minimum one year clerical support experience in office environment with related duties of Social Services/Health and/or Early Childhood.
  • Advanced computer skills including database, word processing, keyboarding and e-mail, internet knowledge.
  • Must have a valid Oregon Driver’s License and proof of insurance and must provide own vehicle where work related driving is required.
  • Health Appraisal Questionnaire is required at hire.
  • At time of hire must be currently enrolled in Child Care Division-Central Background Registry and must renew every two years.

Knowledge, Skills and Abilities:

  • Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills.
  • Possesses project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors.
  • Sensitivity to confidential matters required.
  • Works well under intense pressure
  • Is able to meet strict deadlines
  • Ability to work effectively in a participatory team environment.
  • Ability to communicate clearly and effectively orally and in writing, including explaining policies, processes, and procedures to others.
  • Ability to interpret and apply program or departmental information in making work decisions or in providing information to others.
  • Ability to independently organize and prioritize work assignments and coordinate a variety of activities, with good attention to detail and ability to deal with conflicting priorities and deadlines.
  • Required to use considerable judgment in day-to-day situations, research and investigate problems and summarize findings.
  • Regular standing to file documents, make copies, faxing etc.
  • High level of accuracy and attention to detail.
  • Frequent sitting for long periods using computer keyboard, telephone and other office machines.
  • Occasional lifting up to 25 pounds, stooping, bending standing and reaching.

Position information

50 Week Position/with layoff weeks.
Supervised by Child Development/Disabilities Consultant

Job Description Created May 2017
Policy Council approved June 2017

Head Start of Lane County is EEO Employer.