Office Assistant for Head Start/Early Head Start/State Preschool

Description

Employment Status:  Non-Exempt, Full-Year, Full-time, and Union Position 

Compensation Range:  $22.34-$24.06 Hourly Rate Based on Qualifications of Position PLUS Benefit

Generous Employee Benefits: 

· Paid Holidays, Sick Leave, and Personnel Necessity (PN) Hours: 14 Paid Holidays, Paid Sick leave includes 24 Hours of Personal Necessity: (Accrue at the rate of 9.5 hours per month (Maximum Accrual: 240 hours), Paid Vacation: Accrue at the rate of 12 hours for each month of employment (Maximum Accrual: 272 hours). 

· Employer Funded Retirement Plan- Foundation contributes 8.5% after one year of service; however, you can make voluntarily contributions at the start of your employment. 

· Free Employee Assistance Program(s) 

· Health Benefits: ACA Compliant Medical, Aflac, Dental, Life, and Vision plans. 

Work Location: Foundation for Early Childhood Education (Main Office) Will be assigned to report to our Main Office and may occasionally be assigned to complete work at a school site. (Estimated less than 10% at sites)

    Review our website: www.foundationheadstart.org for specific site locations  

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Summary of Duties 

Under moderate supervision, the Office Assistant performs basic clerical data-entry, and typing work by following specific direction and procedures, types information used in forms, letters, reports, bulletins, charts, handbooks, or other materials to provide program information to families related to Family, Health, ERSEA, and State Preschool services. Advise families on paperwork necessary to determine eligibility for the program, contact families and complete the initial in-take paperwork and refer to the appropriate Family Service Associate (FSA) to complete enrollment, follow-up with families on attendance and assist the ERSEA Coordinator with monitoring children with chronic absences, assist with recruitment events and participate in the planning and set-up for recruitment events. Assist with providing program support to staff, which includes data entry and running reports in ChildPlus (database system), Head Start PIR (Program Information Report), and State Preschool which may include other program data to develop reports for data analysis and program status. Service areas may include and range from family services, CACFP, ERSEA, State Preschool, and other service areas as assigned. Job duties will be related to various service areas and provide program support to staff, and Early Head Start/Head Start/State Preschool/ CACFP and delegate agency personnel as assigned. 

Summary of Job Duties, Knowledge, & Skills  

(Job Description available from HR) 

• Assigned to front desk at times to answer phone calls from the public and collect information to begin enrollment or refer to appropriate agency based on their home address or needs.

• Assist with arranging materials used for in-service training(s) throughout the Agency and service areas.

• Clerical and data-entry duties, as assigned by departments which include recordkeeping in files, data-entry in ChildPlus, State Preschool Database System, printing ChildPlus and State Preschool reports for the ERSEA Coordinator, Family Services Specialist/and Family Services Associates and Program Specialist as needed. 

• Creates spreadsheets and reports under the supervision of the ERSEA Coordinator and Program Specialist to meet organizational objectives.

• Develops, disseminates, and monitors information related to children and families that pertains to the appropriate department. 

• Provide information to management related to the department and service areas as assigned. 

Requirements

Education: 

• High School Diploma or GED equivalent is required.  

Experience:

• Two years of varied customer service, receptionist, records administration, program support, and general office experience is required, preferably including student and other records. 

• Preferred Experience: ChildPlus

Knowledge & Skills: 

• Ability to generate and create various reports. 

• Bilingual in English and Spanish is required.

• Competence to communicate with staff and families appropriately and effectively. 

• Data entry and ability to handle multiple tasks and projects simultaneously. 

• Knowledge and experience using Virtual Platforms such as Microsoft Teams and Zoom to set up and conduct meetings to actively participate and support program. 

• Proficiency with computer applications such as Microsoft Suite and the Internet 

SPECIAL REQUIREMENTS: 

Prior to hire, the following must be assured: 

· Eligibility to Work: All potential employees will be asked to present supporting documents establishing proof of identity and employment eligibility upon completing the I-9 Form. 

· Medical Examination: Must submit a medical examination demonstrating capability to perform type of work required; must submit a tuberculin skin test or chest x-ray. Proof of the following immunizations: Influenza, Pertussis TDAP (Whooping Cough), and Measles (MMR).

· Fingerprint Clearances: All potential employees will be subject to obtaining fingerprint clearances from the Department of Justice (DOJ), Federal Bureau of Investigation (FBI), and Child Abuse Index (CACI), prior to starting work. 

· Other Special Requirement: Must use an automobile with adequate insurance coverage and a valid California’s Driver’s License or reliable transportation. 

Failure to meet medical standards and/or criminal record clearance may result in withdrawal of job appointment. 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must by an employee to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to reach with hands and arms and stoop, kneel, crouch or crawl. The employee is occasionally required to stand and walk and must be able to lift and/or move up to 25 pounds. 

Ability to meet physical requirements of the position per attached Physical Demand Analysis, with or without reasonable accommodation.