Administrative Assistant - Early Childhood Education

Starting Wage Range: $24.60/hr. - $31.84/hr.Job Summary: Provides administrative and clerical support to the Early Childhood Education (ECE) Department in accordance with the Head Start Performance Standards. This position serves as the first point of contact at the front entrance of the school, ensuring a welcoming and secure environment for families, staff, and visitors. The Administrative Assistant performs general office duties, assists with departmental communications, and supports staff and leadership with day-to-day administrative tasks. Essential Functions: Provides consistent coverage of the front entrance as a primary duty, ensuring a welcoming presence for families and visitors while maintaining security and access control for the facility. Support Department staff by processing purchase orders, credit card payments and check requests. Establishes and maintains manual or electronic filing systems for program documentation. Orders and shops for supplies as needed. Inventories and distributes new supplies and materials to classrooms and staff. Assists in coordinating travel arrangements for Department staff. Coordinates substitute calendar including scheduling, accepting calls and contacting substitutes after hours. Tracks and records detailed program data, including non-federal share dollars. Screens, routes, and handles telephone calls in a professional manner. Reviews and routes incoming mail, faxes, and other communications to appropriate staff on a timely basis. Provides information and answers questions about specific programs or activities. Records and distributes weekly staff meeting minutes. Serves as the site coordinator for the SMART program. Participates in interviews and the hiring process. Maintains school calendar. Assists in preparation of PIR Assists in coordination of field trips. Performs data entry to maintain reliable records. Monitor safety on the bus as needed Maintains accounting records. Performs a variety of other duties as assigned by supervisor. Education, Experience, and Licenses: High School Diploma or GED and a minimum of two (2) years' work experience in a secretarial position. OR equivalent combination of education, training and experience. Driving Requirements: Must maintain a valid Oregon driver's license or obtain one upon hire, qualify for the Tribe's vehicle insurance, and provide proof of personal vehicle insurance. Qualifications, Registrations, and Certifications: Ability to receive and understand direction and communicate with staff. Must have the ability to work well with children. Must be dependable and team oriented. Must be willing to participate in training for additional licensing. Requires TB and Hep B vaccinations and a physical every three years. First Aid certification required. Food handler's card required. Perform work in a fast-paced environment. Expected to make decisions quickly using good judgement. Multi-task to complete work assignments. Utilize problem solving and conflict resolution. Must have a working knowledge and proficiency in use of office equipment and computer software skills, including word processing and spreadsheet programs. Must have good oral and written communication skills and business and telephone etiquette. Must have the ability to respond courteously and tactfully to complaints and requests Must have the ability to work in a fast-paced stressful environment with multiple, changing priorities while delivering quality service within narrow time limitations. Must have the ability to work independently, establish priorities, and coordinate work to complement the needs of others. Must be able to maintain confidentiality in all matters. Requires ability to accurately complete task, problem solve, demonstrate initiative, organizational skills, and attention to detail. Able to work with families in stressful situations in a cooperative and effective manner. Must utilize problem-solving and conflict resolution skills. Knowledge of and sensitivity to Native American culture required. Environmental Factors and Conditions/Physical Requirements: Continually requires the ability to express or receive detailed information or important instructions through oral communication. Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks. Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally. Occasionally requires lifting of up to 20 pounds. Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations. This position is frequently subject to inside environmental conditions, which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions. May be called upon to serve as a Disaster Reservist during Emergencies, or when the Tribal Emergency Operations Center is opened. Local travel is occasionally required. Travel outside of the state is infrequently required. Background Check: Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Created: 2026-03-04