Employer: Inspire Development Centers
Position is responsible to performs routine secretarial assignments to include taking and transcribing meeting minutes, prepare written correspondence, monitor service contracts, purchase orders, conferences, and trainings, a variety of general clerical duties, coordinates work with other, and does related work as required.
Inspire Development Centers provides Early Childhood Education (ECE) and social services to more than 4000 children, in center based and home based setting, at more than 27 Child Development Centers (CDC) throughout the State of Washington. Inspire provides services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP) and Early Head Start (EHS). The agency is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish.
Supervisory and Other Relationships
The Secretary reports to the department director and/or designee and works closely with program staff and IDC personnel.
Examples of Essential Duties and Accountabilities
The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.
1. Receives visitors and telephone inquiries about personnel matters and makes referrals to the appropriate personnel. Take and pick up mail and interoffice mail and disseminate to appropriate HR personnel
2. Types letters, documents, contacts, and purchase orders from rough drafts, or verbal instructions; finalizes all correspondence and documents or mailings and distribution. Assist in performing general clerical and secretarial tasks and duties as requested from HR component.
3. Create, update, and maintain but not limited to job descriptions and HR related forms on company intranet. Develops and disseminates information brochures, employee welcome packets, and employee handbook.
4. Maintain control files of matters in progress and follows up to ensure completion for reporting. Maintain accounting records of program expenses and inventory records of equipment allocated for component.
5. Assist in responding to verification of employment and correspondence to INS and L & I.
6. Generate Purchase Orders for HR office supplies and maintenance. Reorder office supplies, monitor expenses, reconcile invoices as necessary within operating practices. Responsible for office equipment maintenance.
7. Maintain confidentiality of program and client related information at all times.
8. Perform all other duties as assigned.
Incumbents are required to demonstrate knowledge and abilities in these areas:
• High School Diploma or General Educational Development (GED) certificate, with one (1) to three (3) years of experience in the performance of responsible secretarial and clerical work;
• Strong typing skills (55-60 wpm) with less than five (5) mistakes;
• Experience in policy and procedure process;
• Excellent communication and interpersonal skills;
• Excellent problem-solving and decision-making skills;
• Understanding of the interrelationships between services and systems;
• Ability to learn new tasks quickly and efficiently;
• Ability to handle multiple tasks simultaneously and meet deadlines;
• Ability to gather data for reports;
• Strong customer service focus;
• Ability to work with culturally diverse population;
• Proficiency with personal computer, including Microsoft Office; and
• Accurate documentation and recordkeeping skills.
These skills and abilities are typically acquired through a combination of education, experience and training. This combination will provide the competence to perform the work of the position.
• AA degree in Secretarial / Office Management.
• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment, as well as English/Spanish usage, spelling, grammar, and punctuations.
• English/Spanish bi-lingual fluency.
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority.
Incumbents are required to have the following:
• Valid Washington State driver’s license;
• Proof of automobile insurance;
• Ability to travel to perform job duties and responsibilities;
• Must pass initial and periodic criminal and background check;
• Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment);
• Current First Aid / CPR cards; (suggested for Safety Committee Members within thirty (30) days of membership);
• Subject to initial and periodic TB screen;
• Subject to random drug screen;
• Must sign a Confidentiality Agreement; and
• Must complete and sign a Conflict of Interest Disclosure Statement on an annual basis.
Location: Sunnyside, WA
Application Method: https://recruiting2.ultipro.com/WAS1001IDEVC/JobBoard/8c5c4f0e-b44b-4827-a083-5885ed047c10/OpportunityDetail?opportunityId=def5ff9a-534b-46a3-be8e-761d734015aa
Base Pay: DOQ