Pay Grade:  4120              

Position Control: 3116    

Department: Preschool/Head Start Services

Accountable To: Director of Head Start      

FLSA Status: Non-exempt             

Creation/Revision Date:   July 1, 2017

Summary:  Under direct supervision, incumbent(s) performs a variety of office support duties such as data entry, requesting and printing automated reports as scheduled or by request, answering general phone calls, making copies, opening and distributing mail, maintaining filing sytems, and providing routine information to staff and the public.

Essential Functions:

• Performs data entry into automated programs and creates spreadsheets for the Head Start program including information such as student enrollments and withdrawals, attendance, and student demographics, etc. 

• Prepares reports and other documentation for reporting purposes and reviews for accuracy.   Maintains records of financial, statistical, or accounting information and prepares accurate reports from such records.

• Answers phones and questions regarding pricing, payrates, general accounting, enrollment and withdrawals, immunization requirements and budget information.  Receives and greets parents and public coming into the office.

• Attends staff meetings and participates in ongoing training related to the job responsibilities.

• Performs and coordinates xeroxing, typing, transportation and travel arrangements, etc. for center staff.  Opens, dates, and distributes mail. 

• Schedules appointments for meetings and keeps calendars for those in area of assignment.  Coordinates instructional  substitute assignments.

• Maintains office file systems such as student records, purchase orders and personnel records by updating new information and removing old information.

• Performs other duties as required.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications.  Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Two years of office-related 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.

• Two years of working experience in a public school system.

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, skill, and/or ability 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:

• Demonstrating office principles and procedures;
• Using filing procedures and file maintenance;
• Demostrating business English, punctuation, grammar and spelling;
• Knowing principles and procedures in area of assignment;
• Knowing federal and state laws governing area of assignment;
• Demonstrating coding, classifying, recording, retrieving and verifying routine information;
• Applying standard practices in area of assignment including bookkeeping, procurement, human resources, etc.;
• Using a personal computer and other various types of office equipment;
• Using related software applications;
• 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 use hands to finger, handle, or feel and talk or hear.  The employee frequently is required to stand, walk, sit, and reach with hands and arms.  The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.

Working Conditions:

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 toxic or caustic chemicals, risk of electrical shock, and vibration.  The noise level in the work environment is usually moderate.