Office Assistant for Head Start/Early Head Start/State Preschool
About The Position
Under moderate supervision, the Office Assistant performs basic clerical data-entry, and typing work by following specific direction and procedures. This role involves typing information for forms, letters, reports, bulletins, charts, and handbooks to provide program information to families regarding Family, Health, ERSEA, and State Preschool services. The assistant will advise families on necessary paperwork for program eligibility, contact families to complete initial intake paperwork, and refer them to the appropriate Family Service Associate (FSA) for enrollment completion. Responsibilities also include following up with families on attendance, assisting the ERSEA Coordinator with monitoring children with chronic absences, and aiding with recruitment events, including planning and set-up. The position provides program support to staff through data entry and report generation in systems like ChildPlus, Head Start PIR, and State Preschool. Service areas may encompass family services, CACFP, ERSEA, State Preschool, and other assigned areas, supporting various personnel within Early Head Start/Head Start/State Preschool/CACFP and delegate agencies.
Requirements
- High School Diploma or GED equivalent.
- Two years of varied customer service, receptionist, records administration, program support, and general office experience, preferably including student and other records.
- Bilingual in English and Spanish.
- Ability to generate and create various reports.
- Competence to communicate with staff and families appropriately and effectively.
- Data entry skills and ability to handle multiple tasks and projects simultaneously.
- Knowledge and experience using Virtual Platforms such as Microsoft Teams and Zoom.
- Proficiency with computer applications such as Microsoft Suite and the Internet.
- Must use an automobile with adequate insurance coverage and a valid California’s Driver’s License or reliable transportation.
- Must submit a medical examination demonstrating capability to perform the 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).
- 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.
Nice To Haves
- Preferred Experience: ChildPlus
Responsibilities
- Perform basic clerical data-entry and typing work following specific directions and procedures.
- Type information for forms, letters, reports, bulletins, charts, and handbooks to provide program information to families.
- Advise families on paperwork necessary to determine program eligibility.
- Contact families and complete initial intake paperwork, referring them to the appropriate Family Service Associate (FSA) for enrollment.
- Follow up with families on attendance and assist the ERSEA Coordinator with monitoring children with chronic absences.
- Assist with recruitment events, including planning and set-up.
- Provide program support to staff, including data entry and running reports in ChildPlus, Head Start PIR, and State Preschool systems.
- Develop reports for data analysis and program status.
- Answer phone calls from the public at the front desk and collect information for enrollment or referrals.
- Assist with arranging materials for in-service training.
- Perform recordkeeping in files.
- Create spreadsheets and reports under supervision.
- Develop, disseminate, and monitor information related to children and families.
- Provide information to management related to assigned departments and service areas.
Benefits
- 14 Paid Holidays
- Paid Sick leave includes 24 Hours of Personal Necessity
- Paid Vacation
- Employer Funded Retirement Plan- Foundation contributes 8.5% after one year of service
- Voluntary contributions to retirement plan at the start of employment
- Free Employee Assistance Program(s)
- ACA Compliant Medical Plan
- Aflac
- Dental Plan
- Life Plan
- Vision Plan
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
