Administrative Assistant - Part Time - Douglas ESD

Administrative Assistant - Part Time
Early Learning Hub Program
230 day Calendar / 4 hours per day / 5 days per week
Salary $16.86 - $21.72 per hour
Please apply online through Applicant Tracking by clicking on the link below.

JOB SUMMARY: This position will act as the administrative assistant to the department program(s) and handle all typical clerical duties, including communication, recordkeeping and representing the program in a positive manner. To accomplish these tasks, the Administrative Assistant works closely with the staff and administration of the program and the ESD.


  • Assists the EL Hub Director in planning and promoting governing board meetings, committee meetings and system wide trainings including, preparing and distribution of program legal notices, public meeting notices, press releases, publicity, advertising, newsletters, agendas and minutes; assist in the coordination of public displays for the program.
  • Establishes and coordinates a communication system between EL Hub partners, including use of electronic forms of communication.Maintains and updates the EL Hub website. Develops presentations and publications to communicate the goals and outcomes of the EL Hub for use by the EL Hub Director and EL Hub partners.
  • Works with the EL Hub Director to develop marketing materials. Distributes flyers and other promotional materials. May design, research, write and edit newsletters for professionals and parents on all aspects of early learning.
  • Works closely with and communicates with Contract & Grants Specialist to ensure proper tracking of grants and contracts and assist in monitoring program grants, contracts, subcontracts; establish and maintain related recordkeeping and reports; assist with department contracting process, including the development of Requests for Proposals (RFP) process.
  • Reviews reimbursement request submitted by direct service subcontractors for accuracy and required supporting documentation.
  • Provide secretarial support as needed; coordinate incoming and outgoing information and correspondence; calendars and travel arrangements for supervisor; assist in coordinating and scheduling program activities and trainings. Prepares purchase orders for department expenses.
  • Provides information and assistance to community partners on a variety of EL Hub matters, requiring detailed knowledge of the systems, programs, funding, metrics, assessment, procedures, policies and activities of the EL Hub across the three county area.
  • Serves as the sole point of contact for the EL Hub database. Develops forms within database and trains contracted partners on its functions.
  • May represent the Early Learning Program Director at meetings; provide assistance role to boards and committees related to department.


  • Education and/or Experience: Associates degree preferred or minimum 2 years of experience in a school setting and district office work experience is preferred.
  • Interpersonal Skills: Knowledge of augmentative and alternative communication techniques. Works well with others from diverse backgrounds. Ability to work as part of a multidisciplinary team. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to successfully work with staff and the public as well as the ability to work independently. Ability to exercise independent judgement. Punctual and regular work attendance.
  • Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to effectively present information and respond effectively to questions in one-on-one, small group situations to staff and the public. Ability to verbally respond to common inquiries from staff and the public. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals and governmental regulations. Ability to write routine reports and correspondence.
  • Mathematical Skills: Ability to add, subtract, multiply and divide, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as interest, proportions and percentages. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Ability to create and interpret bar graphs, pie charts and other representations of financial data.
  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, schedule or diagram form.Ability to deal with problems involving several variables in a variety of situations.
  • Computer Skills: Expert knowledge in Excel with the ability to use complex formulas and pivot tables.Proficient use of MS Office 365 is required.
  • Other Skills and Abilities: Ability to appropriately communicate with diverse staff and others including outside agencies.Ability to exercise good judgment and work in an environment with constant interruptions. Ability to work independently.
  • Certificates, Licenses, Registrations: Certificates as determined by the District including a valid Oregon Driver’s License.