Clerical Assistant

The Clerical Assistant (March - December) is responsible for intake of new applicants, scheduling enrollments, meeting with families, home visits, assisting with recruitment and other administrative support duties. This position is also responsible for assisting with auditing enrollment files, ChildPlus data entry, and maintenance of files. The Clerical Assistant would be required to have working knowledge of Community Action programs and services to provide resources to families. It would also be required to be knowledgeable of ODJFS and PFCC services, ECE requirements, and the Head Start Performance Standards. This position should provide excellent communication and build relationships with families to make families feel confident in the education and services their children will receive. Always completing accurate and detailed enrollments ensure a strong start to providing the level of excellence we expect in our program.

Functional Area: Enrollment/ERSEA Support

Estimated Effort: 70%

Responsibilities, Deliverables, Outcomes, and Expectations

• Schedule and complete enrollment appointments

• Assist with enrollment file audits

• Complete home visits as needed

• Assist with recruitment activities

Functional Area: Health/Nutrition Support
Estimated Effort: 15%

Responsibilities, Deliverables, Outcomes, and Expectations

• Assist with answering phones as needed

• Assist with scheduling health appointments for children as needed

• Assist with setup of child health files for the Health/Nutrition Coordinator

• Provide information and applications for Medicaid and WIC programs during enrollment

• Assist with maintenance of child files

Functional Area: Administrative Support
Estimated Effort: 10%

Responsibilities, Deliverables, Outcomes, and Expectations

• Answer enrollment calls

• Filing

• Scanning and data entry

• Faxing

Functional Area: Other Program Support
Estimated Effort: 5%

Responsibilities, Deliverables, Outcomes, and Expectations

• Encourage volunteerism and attendance at parent involvement activities

• Notify the Family Services Coordinator if a family needs or requests special resources or services

• Ensure general maintenance of the facility and supplies

• Participate in program planning and ongoing monitoring

• Responsible for reading and adhering to all agency policies and procedures

• Responsible for understanding and following ODJFS/ODE licensing rules and Head Start Performance Standards

• Maintain a pleasant demeanor, positive attitude, and willingness to be a committed team member

• Foster teamwork and cooperation among coworkers to promote a positive work atmosphere

• Maintain a courteous and professional demeanor with children and families, and represent CAC and the Early Childhood Program positively

Minimum Requirements

• Education: High School Diploma or equivalent

• Job-Related Experience:

  • Six months of clerical experience

  • Customer service experience

  • Strong written and verbal communication skills

  • Basic computer proficiency, including Microsoft Office

• Other Requirements:

  • Completion of all ODJFS/ODE licensing and staff file requirements, including:

    • Physical exam and/or T-8(v) exam

    • Updated immunizations

    • Three references

    • Background checks (BCI and FBI)

    • 15 hours of related training per year

  • Signed Standards of Conduct Form

  • Valid Ohio Driver’s License

  • Reliable transportation and up-to-date proof of insurance

  • Insurability under the agency’s policy

Licenses, Certifications, and Accreditations

• Valid Ohio Driver’s License

Preferred Qualifications

• One year of formal clerical training from a business or technical program

• One year of experience working with low-income families

• One year of experience in Early Childhood Programs

Working Conditions

• Majority of time is spent in a well-lit office environment

• Must be able to lift up to 40 pounds, stoop, and bend to interact with children at their level

• Occasional local and regional travel, including overnight stays, for professional development

• Occasional home visits and classroom assistance required

• Involves managing multiple, sometimes competing priorities

• May involve moderate levels of stress