Office Assistant Senior - Head Start Program

Macomb County Government

10h • $41,328 - $53,455 • Onsite

About The Position

The Office Assistant Senior performs varied clerical and/or accounting duties requiring an understanding of departmental operations, a high degree of accuracy, and independent judgment. In the Head Start Program within Macomb Community Action, the role supports program eligibility and enrollment, data and records management, customer service, office administration, and financial and payroll processes. The position is grant or externally funded and will continue only while sufficient funding is provided. It is represented by UAW Local 889 and is subject to a probationary period.

Requirements

• High school diploma or GED equivalent.
• At least one year of office clerical work experience.
• Valid Michigan driver’s license and an operable, insured automobile for authorized travel.
• Knowledge of modern office procedures and methods, clerical and administrative support, bookkeeping, invoice processing, accounts payable and receivable, payroll, timekeeping, filing, records retention, and inventory procedures.
• Knowledge of relevant department, County, and State policies; program eligibility, enrollment, and verification practices; confidentiality requirements, including HIPAA; and database applications and reporting.
• Interpersonal and customer-service skills for working with staff and the public in person, by phone, and by email.
• Ability to perform varied duties, use office software and database applications, enter data, perform basic mathematical functions, and organize and prioritize work.
• Ability to understand and communicate effectively in English; follow oral and written directions; maintain accurate paper and electronic records; protect confidential information; and work independently with initiative.
• Ability to meet schedules and deadlines, perform clerical and administrative duties accurately, learn policies and procedures, and read and understand laws and guidance.
• Ability to handle, process, and account for large sums of money and follow complex registration, eligibility, and enrollment guidelines.
• Ability to lead and train staff and coworkers.
• Ability to work in an environment that embraces the County’s Dignity Campaign.

Nice To Haves

• Associate degree or higher.
• Three or more years of office clerical, bookkeeping, or accounting-related work experience.
• Ability to speak, write, and understand a language other than English.

Responsibilities

• Determine eligibility for program funding in accordance with policies and program directives.
• Enter data for record keeping, tracking, registration, inventory, and ordering.
• Maintain inventories of perishable and non-perishable supplies and materials.
• Update and maintain computer records at the office, County, and State of Michigan levels.
• Process accounts payable and receivable invoices, prepare payment requests, and post payment entries.
• Answer procedural questions about departmental functions and procedures; schedule appointments and set court dates as applicable.
• Assist customers in person, online, and by telephone.
• Receive, process, and deposit payments, including preparing and making daily bank deposits.
• Perform bookkeeping, including balancing accounts, requesting checks, making journal entries, and maintaining spreadsheets.
• Prepare documents and correspondence using computers, printers, email, and other electronic means.
• Operate database software programs used to provide department services.
• Manage and account for petty cash operations.
• Arrange interpreter services, coordinate scheduling, and process billing arrangements.
• Enter payroll data, run verification reports, and split time among multiple funding sources.
• Audit accounts, verify debits and credits, make appropriate adjustments, and update account status.
• Review forms, letters, and legal documents for accuracy; correct errors or return documents for correction and resubmission.
• Maintain department, program, and office operational records, including registrations, licenses, staff credentials, attendance, property records, leases, and contracts.
• Provide office administration and telephone support to department staff, supervisors, managers, and directors.
• Schedule appointments, events, hearings, and meetings for staff, consultants, attorneys, and others.
• Operate standard office equipment, including computers, fax machines, copiers, scanners, calculators, and adding machines.
• Perform related duties as assigned.

Benefits

• Medical, dental, and vision coverage with no monthly premium for employee-only, two-person, or family coverage.
• Health, dental, and vision benefits effective the first day of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED