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Head Start ERSEA Administrative Assistant {K2105}
4 days ago
Job Summary
This position is responsible and accountable for providing enrollment support for the operation and delivery of ERSEA services. Responsible for entering and maintaining eligibility, selection and enrollment information in the agency data entry system, and ensuring that data input is accurate, complete, consistent, and in accordance with plans, policies and procedures.
Essential Job Functions
PLACEMENT AND ATTENDANCE 35%
• Run waiting list report for placement
• Placement of eligible families from waiting list on a weekly basis
• Send out welcome letters to eligible families and scan and attach in child plus
• Fill out Head Start & Early Head Start applications as needed
• Send waiting list letters to parents and scan and attach in child plus
• Contact parents to obtain information for in-complete applications
• Send notices to families on the waiting list utilizing ChildPlus system
• Email staff and supervisor when new child is placed
• Follow-up with staff and supervisor 1 week after a child is placed
• Enroll and drop or drop/waitlist children and scan and attach forms in child plus
• Email staff and supervisor and Health Coordinators of drops/waitlisted children
DATA ENTRY AND REPORTS 30%
- Enter Weekly Attendance
- After attendance is entered, give all sheets to the Food Service Manager
- Enter Head Start & Early Head Start Applications
- Generate reports in ChildPlus as requested by management staff
- Generate monthly report of drops/waitlist for the Head Start Executive Assistant
- CACFP report to accounting staff (number of meals served) by the 5th of each month
- Run report once a year for all programs of enrolled children
RECEPTIONIST 15%
- Receive and distribute all incoming calls and or messages
- Ensure copy machines are stocked with paper
- Responsible for daily mail duties
- Greet visitors and direct to appropriate contact
- Responsible for general housekeeping of lobby
- Take Head Start applications
PROGRAM INFORMATION REPORT 10%
- Assist Eligibility Manager with PIR
- Verify information with applicable managers
- Assist as needed with data entry into HSES
- Run enrollment reports, weekly or as needed
- Submit data to regional office via HSES in absence of Eligibility Manager
TRANSLATION 5%
- Translate various documents as needed as time permits
NONESSENTIAL JOB FUNCTIONS
OTHER DUTIES 5%
- Assist Head Start Recruitment & Communication Coordinator
- Perform other related duties as assigned by supervisor
TRAINING
- Participate in any training or conferences as requested.
PHYSICAL REQUIREMENTS
Work Environment: Offices
Lifting Requirement: 25 Pounds
Travel Requirements: None
Valid driver’s license
Other Requirements: Reliable, transportation, current auto insurance, able to pass all required background checks.
The physical requirements described here are a representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
MAJOR SYSTEM (MIS) OR PROCESS RESPONSIBILITY
Child Plus, Microsoft Office
EDUCATION AND EXPERIENCE
Required
- High school diploma or equivalent
- Bilingual in English and Spanish
- Demonstrated ability translating English-Spanish
- Strong computer skills
- Proficiency in Microsoft Office Software
- Strong written and verbal communication skills
Preferred
- 2 years of Head Start and/or Early Head Start experience
- Two (2) years’ experience in office setting
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