Office Specialist - Head Start

GRADE:

4135 (16)

POSITION CONTROL:

3375

B

2

2

DEPARTMENT:

Preschool / Head Start

ACCOUNTABLE TO:

Director of Preschool / Head Start

FLSA STATUS:

Non-Exempt

CLASS SUMMARY: Under general direction incumbent(s) provides operational services for the Preschool and Head Start Department to include determining eligibility and placement of preschool students performs data entry into student information systems maintaining the internet assessment database site processes the developmental assessment screening data maintains department website and prepares paperwork and documentation for reporting to federal state and county agencies. In addition incumbent(s) performs clerical duties such as greeting visitors answering telephone calls and providing information to constituents.

DUTY

NO.

ESSENTIAL DUTIES

FRE-

QUENCY

BAND/

GRADE

1.

Maintains the internet assessment database site for classroom teachers to include setting levels of access and password requirements confirms and enters data generates and customizes aggregated statistical tables charts and reports. Responds to questions in regards to accessing and entering information into system. Assesses system problems and contacts appropriate agency for assistance.

Daily

25%

B2

2.

Determines eligibility of preschool students by analyzing applications reviewing Federal and State guidelines examining family income recordsand interviewing parents for information regarding risk factors. Develops and compiles at-risk preschool registration packets to distribute to the community. Contacts school sites and parents regarding eligibility and placement of students.

Daily

20%

B2

3.

Performs clerical duties for the Preschool and Head Start office such as greeting parents and the public receiving and screening telephone calls answering questions and providing information regarding program requirements eligibility and fees.

Daily

20%

A1

4.

Performs data entry into Schools Administrative Student Information (SASI) system and other databases to include enrollment information student data applicable grant information tuition assistance parent and/or guardian information emergency contacts health and immunization records and other pertinent information for Head Start and Preschool students. Compiles required student identification numbers to provide information for the District office school sites and the Arizona Department of Education.

Weekly

10%

A1

5.

Prepares paperwork and documentation for reporting to federal state and county agencies and programs in regards to the Early Childhood Block Grant tuition assisted preschool program and the Head Start program to include classroom enrollment staff and student attendance and other program requirements. Generates required end-of-year reports and reviews reports paperwork and other information for completeness and accuracy.

Weekly

10%

A1

6.

Processes the developmental assessment screening data to include ensuring screening given to every child receiving and entering data into system consolidating and generating reports completes required forms and sending reports and forms to the Arizona Department of Education.

Weekly

5%

B2

7.

Maintains the Preschool/Head Start Department website for community to access information on preschool services available in the District. Prepares and updates newsletters handbooks brochures and other publications and loads pictures to promote and provide information in regards to servies provided by the Preschool/Head Start Department.

Monthly 10%

B2

8.

Attends staff meetings writes and distributes agendas and writes and distributes minutes. Participates in ongoing training related to the job responsibilities.

Monthly

5%

B2

9.

Performs other duties as required.

As

Required

REQUIRED QUALIFICATIONS:

To be eligible for this position an applicant must meet the following required qualifications. In addition verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Valid Department of Public Safety Fingerprint Clearance Card;
• Valid Arizona Department of Transportation Drivers License;
• One year of office-related work experience.

PREFERRED QUALIFICATIONS:

It is preferred that applicant possesses the following preferred qualifications; however the following qualifications are not required to be eligible for this position.

• Associates degree in Business Administration or related field;
• Valid CPR Certification;
• Valid First Aid Certification;
• Proficiency in English and Spanish language
• Three years of office-related work experience.

KNOWLEDGE AND SKILLS REQUIRED:

To perform the job successfully an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills required but not limited to for this position include:

• Using various types of office equipment. .
• Implementing organizational theories and practices.
• Conveying technical information to non-technical audiences.
• Maintaining confidentiality of sensitive information.
• Applying filing procedures and file maintenance;
• Knowing Federal Privacy Act;
• Knowing Federal and State laws governing area of assignment.
• Utilizing Business English punctuation grammar and spelling.
• Gathering compiling and presenting data materials.
• Using computer software related programs;
• Engaging and encouraging communication skills while interacting with supervisors staff students etc. to exchange information.

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop kneel crouch or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision distance vision peripheral vision depth perception and ability to adjust focus.

WORKING ENVIRONMENT:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is occasionally exposed to work near moving mechanical parts and vibration. The noise level in the work environment is usually moderate.

Required Experience:

Unclear Seniority