State Preschool

Foundation for Early Childhood Education•Pasadena, CA

4d•Hybrid

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 related to 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. They will also follow up with families on attendance, assist the ERSEA Coordinator with monitoring children with chronic absences, and help with recruitment events, including planning and set-up. Additionally, the Office Assistant will provide program support to staff through data entry and running reports in ChildPlus, Head Start PIR, and State Preschool systems, which may include other program data for analysis and status reports. Service areas can encompass family services, CACFP, ERSEA, State Preschool, and other assigned areas. The role also involves clerical and data-entry duties for various departments, recordkeeping, printing reports, and creating spreadsheets and reports under supervision. The position may also involve front desk duties, answering phones, and arranging materials for in-service training.

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.
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 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.
Eligibility to Work: Present supporting documents establishing proof of identity and employment eligibility upon completing the I-9 Form.
Medical Examination: Submit a medical examination demonstrating capability to perform the type of work required; submit a tuberculin skin test or chest x-ray.
Proof of the following immunizations: Influenza, Pertussis TDAP (Whooping Cough), and Measles (MMR).
Fingerprint Clearances: Obtain fingerprint clearances from the Department of Justice (DOJ), Federal Bureau of Investigation (FBI), and Child Abuse Index (CACI).
Must use an automobile with adequate insurance coverage and a valid California’s Driver’s License or reliable transportation.

Nice To Haves

ChildPlus experience.

Responsibilities

Perform basic clerical data-entry and typing work following specific directions and procedures.
Type information for forms, letters, reports, bulletins, charts, and handbooks.
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, disseminate, and monitor information related to children and families.
Provide information to management related to assigned departments and service areas.
Answer phone calls from the public at the front desk and collect information for enrollment or referrals.
Assist with arranging materials for in-service trainings.
Perform clerical and data-entry duties, including recordkeeping in files and data entry in ChildPlus and State Preschool Database System.
Print ChildPlus and State Preschool reports for the ERSEA Coordinator, Family Services Specialist/Associates, and Program Specialist.
Create spreadsheets and reports under supervision to meet organizational objectives.

Benefits

Paid Holidays
Sick Leave
Personnel Necessity (PN) Hours
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
Aflac
Dental plans
Life plans
Vision plans