Head Start Office Assistant 3
Spokane Colleges
Location: Martin Luther King Jr Comm Ctr Spokane
Department: District HS East Central CC
Salary Range: $3,417 - $4,542
Starting salary for this position is: $3,417(Monthly)
Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.
Applications will be accepted until 4:00 p.m. PST on 03/12/2025. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.
About the Head Start Office Assistant 3
JOB SUMMARY
Under general supervision this position will perform a variety of clerical assignments to support Head Start center(s) operations. Responsibilities include: receptionist, responding to inquiries regarding program and center services, composing correspondence, preparing reports, establishing and maintaining electronic and manual filing and record keeping systems, updating computer databases, and purchasing supplies and materials. This position will act as a liaison with Spokane Colleges departments and the Head Start center.
DUTIES AND RESPONSIBILITIES
• Perform receptionist duties such as answer telephones, greet visitors, respond to inquiries or make appropriate referrals, and resolve and/or refer problems. *
• Perform a variety of word processing tasks, including composing correspondence, proofreading written materials, making corrections, and preparing documents for distribution. This also includes recording, transcribing, and distributing meeting minutes; creating meeting notices and agendas; developing the monthly site calendar and newsletter; and drafting letters to families. *
• Maintain spreadsheets and databases for record-keeping purposes, including tracking Head Start Performance Standards, volunteer hours, and other program-related data. Gather and compile relevant information from these records for inclusion in monthly reports. *
• Provide clerical support including word processing, data entry such as USDA meal count tracking and maintaining the site waitlist using the ChildPlus program, as well as scanning and filing both electronic and hard copy documents. Perform routine maintenance of program archive files to ensure compliance with state and federal records retention schedules. *
• Operate, maintain, and arrange for maintenance of office equipment including telephone, fax machine, laminator, and copy machine. Coordinate building maintenance services including janitorial and repair services as needed for HS classrooms and workspace. *
• Prepare and/or process required Spokane Colleges and Head Start/EHS forms, such as key requests, staff training requests, vicinity travel documentation, time and effort reports, Building Improvement Request (BIRs), and work orders. *
• Perform Purchasing Card custodian duties, including signing the card in and out to staff, logging transactions, reviewing and coding purchases, and reconciling invoices with statements. Additionally, complete or process purchase requisitions and invoices as part of the purchasing workflow. *
• May conduct shopping or purchasing activities to support site needs, such as providing refreshments for parent meetings.
• Support and advance Spokane Colleges' strategic plan, and perform other duties as assigned. *
* Indicates this is an essential duty.
MINIMUM QUALIFICATIONS
• Proficient in spelling, punctuation, sentence structure and grammar.
• Excellent verbal, written, and interpersonal communication skills.
• Working knowledge of general office equipment.
• Experience using computers and spreadsheets, database and word processing software (prefer Microsoft Office).
• Ability to use a multi-line phone system and possess proper phone etiquette skills.
• Ability to work on and pivot between multiple tasks and work in a fast-paced environment.
• Customer service experience.
• Proofreading and filing skills.
• Ability to handle constant interruptions.
• Ability to maintain a high level of confidentiality.
• Ability to work independently in the absence of a supervisor and as a member of a team.
• Basic arithmetic skills.
PHYSICAL REQUIREMENTS
• Work is performed in an office environment.
• Frequent use of computers.
• Move up to 20 lbs. occasionally. Team lifts are encouraged and to be used at the employee's discretion.
• Work directly with students/clients.
• Occasional exposure to fumes, dust, odors and/or biohazards.
• Frequent oral and auditory communication with others.
CONDITIONS OF EMPLOYMENT
• Cyclic schedule (less than 12-months/40-hours a week).
• 6-month probationary period.
• This position is overtime eligible.
• Post-Offer medical exam which includes tuberculin screening and submission of documentation indicating Measles, Mumps & Rubella (MMR) vaccination or immunity.
• Pre-Employment Post offer Criminal history/child abuse information check including Washington State Department of Children, Youth and Families Portable Background Check prior to employment.
• Criminal background check required.
• This position is covered under a collective bargaining agreement. Membership is optional.
Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Spokane Colleges maintain a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.
Required Application Materials
To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:
• Cover letter - addressing your qualifications relevant to the responsibilities of this position.
• Resume.
• References - the names, addresses, and phone numbers of three professional references.
For questions regarding a job application or the hiring process, or if you require an accommodation during the application or interview process, please contact HR at mailto:[email protected].
Equal Opportunity Institution
Spokane Colleges provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, citizenship or immigration status, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, veteran or military status, or use of a trained guide dog or service animal. This policy is in accordance with state and federal laws including Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990.
Direct all inquiries or grievances regarding access, Title IX, ADA, equal opportunity compliance, and/or grievances to:
Frederick Davis, MA
Chief Human Resources Officer
Spokane Colleges
P.O. Box 6000, MS1004
Spokane, WA. 99217-6000
509-434-5040 / mailto:[email protected].
To apply, please visit: https://apptrkr.com/6968610
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