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Operations Assistant

Job Descriptions

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Position Purpose

Performs a variety of skilled technical support for Operations staff and programs, including advanced clerical tasks, minutes recording and distribution, scheduling/reservations and document production, creation and distribution and backup reception.

Essential Job Responsibilities - Performance Indicators

State licensing compliance, tax forms, site binders, ordering and procurement processes

  1. Performs a variety of skilled technical support for department staff and programs including Oregon Registry online, site licensing, data management activities and/or other related technical support functions.
  2. Contributes in increasing Operations Department efficiency by giving support both operationally and administratively.
  3. Tasked with keeping copies of department policies and procedures.
  4. Attends meetings, takes written notes and prepares the minutes.
  5. Answers the telephone and takes messages or answers questions as appropriate.
  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 Operations Director.
  11. Create and maintain spreadsheets and databases for the department.

Operations 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 Operations 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. Participates with Operations Director in the design, implementation, monitoring and maintenance of site licensing program.
  7. Participates in the development of licensing objectives and goals.
  8. Assists in the development of licensing procedures, technical manuals, and forms as assigned; writes instruction manuals, describing procedures, and requirements, project proposal descriptions, handbooks and program procedures.
  9. Participants in training and development activities and present information to employee groups.
  10. Attends various training and development courses and programs in the Operations field. May represent the agency at task forces, committees, etc. as assigned.
  11. Assist with reception desk coverage daily.

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 Operations and/or Early Childhood
  • Advanced computer skills including database, word processing, keyboarding and e-mail, internet knowledge.
  • 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:

  • Possesses excellent communication skills
  • Works well under intense pressure
  • Is able to meet strict deadlines
  • Is flexible and can change focus from one task to other quickly and easily
  • Ability to work effectively in a participatory team environment.
  • Ability to effectively interface with individuals or groups of people representing various backgrounds and disciplines.
  • 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

52 Week Position/with layoff weeks.
Supervised by Operations Director

Policy Council approved: September 2015