Administrative Assistant, Head Start
3 weeks ago
Summary: Detail oriented team member who is responsible for monitoring and maintaining data entry information for the SMOC Child Care & Head Start program. Takes initiative in making certain that all information is processed accurately and staff are kept up to date. Assists staff members with projects, reports, and other computer-generated tasks in an efficient manner. Establishes a positive connection with children, families and community members when interfacing on telephone, computer or in person.
Why Work for SMOC?
+ Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
+ Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
+ Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
+ 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
+ Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
+ Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.
Primary Responsibilities:
+ Be knowledgeable about SMOC Child Care and Head Start philosophy and all regulations and Performance standards applicable to program and component.
+ Communicates with supervisor regarding needs of or concerns about children, families, staff and overall program.
+ Attends all COPA Trainings as they are posted, assigned, and scheduled
+ Responsible for data collection and input into computer program (COPA).
+ Enter all child and family information on any child served by Child Care and Head Start.
+ Notifies appropriate staff of changes of information on children and families promptly.
+ Assists management staff by setting-up and running reports on information as requested (for example, classroom lists, allergy lists, children's health information, individualized children's height and weight reports.)
+ Creates and updates attendance and Meal Counts for each Satellite classroom, Due by the 30th of each month for the upcoming month and give to Satellite Director
+ Prints out the updated classroom Emergency Contact report in COPA for all Satellite Classrooms on the 30th of each month for the following month and gives to Satellite Director
+ Collects all data for annual PIR report.
+ Data entry of all Injury and Incident reports from all classrooms and sites.
+ Visits the two larger sites twice a month to input Data from Injury and Incident Reports
+ Attends and takes notes for Policy Council, Head Start Services, Training Committee, and Family and Health Staff meetings
+ Oversees maintenance of phone calls and emails regarding all office machines.
+ Assists in updating recruitment materials, flyers, resource book and notifications.
+ Maintains and makes copies of all intake packets, recertification packets, ASQ SE's and any other printed materials as needed
+ Ensures confidentiality of records and all information regarding the Child Care and Head start children, families and program.
+ Delivers Supplies out weekly to the individual sites as needed
+ Assists the Satellite Director in filling supply request for the Satellite classrooms
+ Assists Health Specialist with Heights and Weights and Vision and Hearing Screenings
+ Places recruitment flyers, during our enrollment period, and documents in recruitment log
+ Maintains good work habits, including attendance and punctuality.
+ Takes initiative on matters which benefit agency operations (e.g., additional projects)
+ Maintains confidentiality of client, staff and agency information in accordance with federal and state laws
+ Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
+ Attend and participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
+ Ensure compliance with program/department, agency and or funder requirements, as well as SMOC Policies & procedures.
+ Other duties as assigned.
Knowledge and Skill Requirements:
+ Planning, organization and problem-solving skills.
+ Strong computer skills.
+ Interacting with others in a helpful and courteous manner.
+ Communicating information effectively, both in written and oral form.
+ Working effectively as a member of a team.
+ Accepting of new ideas, changes, directions and feedback in a flexible, positive manner.
Organizational Relationship: Directly reports to Family Services Manager.
Physical Requirements: Physical exam by physician every two years. Negative TB screen. First Aid Certification. Child CPR Certification.Valid Driver's License, reliable transportation, and good driving record. Be able to lift to 50lbs.
Working Conditions: As part of the responsibilities of this position, the Information Specialist will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.
Remote Work Option: Remote work is permissible in some positions at SMOC depending on the key functions and responsibilities.
We are an equal opportunity employer committed to diversity in the workplace
Monday - Friday, 8:00am-4:30pm
35 hours per week
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