Early Head Start / Head Start Compliance Clerk (240 days)

Overall Purpose

The job of EHS-HS Compliance Clerk is done for the purpose/s of collaborating with program coordinators, teachers, home visitors, content area staff and others to monitor and enter data into student information system, maintain large electronic data files and printed program documents, and track and schedule completion of required services and events within specified deadlines.

Direct Supervisor

Director of Early Learning

Essential Functions

• Supports Child Plus system set-up and reporting for all program terms, service and management modules. Assists Child Plus database users as needed with daily tasks, database problems, and training.
• Provides direct support for all internal processes and procedures to ensure data entry accuracy and integrity.
• Performs scheduled monitoring of database, program, and child files.
• Works as a member of the team comprised of, but not limited to, program coordinators, content area managers, special education staff, ERSEA team, MTSS team, coaches, teachers, home educators visitors, support staff and others at assigned sites as students enter and exit the Early Head Start and Head Start program, and will monitor timelines for required services.
• Enters and compiles data within specified timelines, maintain a log of activities related to in-kind, enrollment paperwork, pre-transition meetings, transition meetings, the child’s entry, well child checks, immunizations, dental exams, follow-up treatment, assessment, MTSS, and other event deadlines and report any difficulties in the process to supervisor.
• Performs duties such as copying and filing to assist in the referral, enrollment, pre-transition, transition, entry, and exit process at assigned sites.
• Communicates the scheduling of screenings, evaluations, IFSP and IEP meetings, staff meetings, educational meetings, and other program events, to appropriate staff.
• Assists assigned staff in reminding parents and community members regarding meetings, when needed.
• Develops, implements, and completes daily, monthly, quarterly and annual reports regarding services provided for expectant women, children and their families within specified deadlines.
• Assists in monitoring compliance with universal filing systems for direct service staff classroom/caseload child files.
• Implements ongoing monitoring procedures to verify compliance with federal, state and local requirements and reports results to supervisor or appropriate content area manager.
• Assists in preparation and implementation of improvement plans, as well as composing and revising local program documents, plans and procedures.
• Receives, organizes and processes requests for services.
• Attends and actively participates in scheduled professional learning, supervision, meetings, annual self-assessment, program events and other assigned meetings and activities which occur throughout the work week, evenings and some weekends.
• Maintains confidentiality of child, family and program information.
• Participates in activities for professional and personal growth in a wide variety of skills, including listening, goal setting, fostering independence, managing difficult situations, and building trust.

Marginal Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Competencies

• Skills-based Competencies

Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; adhering to safety practices and procedures; administering first aid and/or prescribed medications; promoting activities and/or events.

• Knowledge-based Competencies

Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; cultural differences of student population; health standards and hazards; job-related codes/laws/rules/regulations/policies; office equipment and technology; school safety and security practices.

• Ability-based Competencies

Required to schedule activities and/or meetings; gather and/or collate data; and use job-related equipment. Flexibility is required to work with others; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; setting priorities; working as part of a team; adapting to changing work priorities; communicating with persons of diverse backgrounds; dealing with frequent interruptions; working extended hours; and working with frequent interruptions.

Requirements

High school diploma or GED equivalent

Coursework or experience in medical billing, healthcare administration, business, or education preferred

Physical Requirements

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.

Generally the job requires 60% sitting, 20% walking, and 20% standing.

Continuing Education/Training

N/A

Clearances

Criminal Justice Fingerprint

Background Clearance

Sex Offender Registry Check

Child Abuse Registry Check

Pre-Employment Health Examination

Fair Labor Standards Act

Non-Exempt