ERSEA Office Assistant II

Pacific Asian Consortium in Employment; Los Angeles (CA); On-site; Full time

Job summary

A leading organization dedicated to community services is seeking a Program Assistant to support Head Start program enrollment and compliance. The role includes data entry, family recruitment, and maintaining accurate records while ensuring compliance with federal and state regulations. Applicants should possess strong administrative skills, be bilingual in English and Spanish, and be capable of working with diverse populations in a fast-paced environment.

Benefits

401k

Vacation

Sick pay

14 Paid Holidays

Pet Insurance

FSA - Flexible Spending Accounts

Employee Assistance Program (EAP)

Affordable Medical, Dental, and Vision packages

Supplemental Insurance Plans

Opportunities for promotion

Qualifications

• Three years paid Head Start services preferred in ERSEA.
• Experience with diverse families and recruiting.
• Proficiency in Microsoft software with strong data entry.

Responsibilities

• Responsible for recruitment and eligibility data management for Head Start.
• Prepare and distribute reports on attendance and enrollment.
• Maintain children's office files and assist with inquiries.

Skills

Administrative skills

Customer service skills

Data entry

Bilingual (English and Spanish)

Ability to follow instructions

Education

High School graduate or GED/HiSET equivalent

Advance degree preferred

Tools

Microsoft Office Suite

Job description

Position Compensation: $20.71/hr- $26.51/hr plus excellent benefits.

Pace offers a Total Rewards Package to its employees:

• 401k
• Vacation
• Sick pay
• 14 Paid Holidays
• Pet Insurance
• FSA - Flexible Spending Accounts and Dependent Care
• Employee Assistance Program (EAP)
• Affordable Medical, Dental, and Vision packages extended to your family as well.
• Supplemental Insurance Plans
• Opportunity to promote within, just to name a few.

Job Purpose:

Under the direct supervision of the Assistant Director of System Compliance/ERSEA, the Program Assistant a ssists in the planning, developing and implementation of Enrollment , Recruitment, Selection, Eligibility and Attendance ( ERSEA) Content Area. Establish and maintain effective recordkeeping systems, including entering information into the various database systems, maintenance of children’s central files, and provides support to ERSEA Area.

POSITION RESPONSIBILITIES:

• Individual is responsible for the completion and accurate collection, entry, reporting and maintenance of data, records and reports related to the application, eligibility, recruitment, selection, enrollment and attendance of children and families of the Head Start/Early Head Start/State Program using Child Plus.
• Individual is responsible for the recruitment, enrollment, and registrations of families into the program. Responsible for the collection, entry, reporting and maintenance of records related to ERSEA.
• Individuals tracks daily attendance for classrooms and follow-up on absenteeism.
• Prepare and distribute monthly reports, such as attendance, meal count, enrollment, etc.
• Arrange meetings, staffing, etc. as requested by the Assistant Director of System Compliance/ERSEA.
• Ensure sites maintain funded enrollment level and waiting list, fill vacancies as needed at the individual sites and analyze enrollment data to inform the planning process.
• Analyze causes of absenteeism when average daily attendance falls below 85%.
• Oversee processing applications for accuracy and timeliness.
• Attending LACOE training as needed.
• Maintains children’s central office files.
• Manages and supports office and school forms for ERSEA.
• Receiving applications finds community and submits status letters to parents.
• Prepare letters and documents for parents that pertain to ERSEA and other service areas, as needed.

• Answer telephone: screen/direct calls, take and relay messages to office staff, as appropriate.
• Provide information to callers, including assisting with inquiries about PACE (PACIFIC ASIAN CONSORTIUM IN EMPLOYMENT) ECE (Early Childhood Education) programs, eligibility and enrollment information, locations of services, etc.
• Support the vision, mission, goals, and objectives of the Agency
• Other duties as assigned within the scope of the position.

QUALIFICATIONS:

This position requires a person with administrative skills and could read, write, and understand both English and Spanish languages. This person must also have basic mathematic skills and the ability to follow written and verbal instructions. Must be able to work under pressure and meet schedules. Can work with diverse populations, handle multiple tasks and projects and plan, and facilitate parent meetings. It can work on occasional weekday evenings and/or Saturdays.

EXPERIENCE:

• Three (3) year paid Head Start services, preferred in ERSEA.
• Experience with recruiting, and working with low-income, culturally, and linguistically diverse families,
• Proficiency in Microsoft Operating System and the following software programs: Word, Excel, Access, Outlook, PowerPoint, and other database programs.
• Strong data entry experience needed.
• Strong customer service skills
• Ability to work independently and in a team environment.
• Ability to adhere to schedules and work independently with minimal supervision.
• Ability to demonstrate competency in standard office practices and procedures.

EDUCATION:

High School graduate or GED/HiSET equivalent; advance degree preferred.

LICENSE/CREDENTIAL/PERMIT:

• Valid California Driver’s License and proof of auto insurance
• Must pass Department of Justice background check prior to start of employment.

PHYSICAL DEMANDS:

The working conditions and physical demands of this position will be those that must be met to successfully perform the essential duties of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties. The physical environment the incumbent will work in is typically an office environment with moderate noise levels that would be expected in that type of work environment.

• T.B. Test within the past year prior to employment, and every four (4) years thereafter (every 4 years for a chest X-ray).

• Must pass health screening (LIC 503) at time of employment, health screening is accepted within one year prior to hire, to be renewed every four (4) years.
• Representative physical demands of the job include normal vision and hearing, standing for extended periods, sitting for extended periods, kneeling, and stooping, manipulating objects with hands, reaching overhead, and occasionally lifting and carrying objects weighing up to 25 pounds.

SPECIAL REQUIREMENTS:

• Must pass the following background checks prior to start of employment:
  • Sex Offender Registry
  • Child Abuse and Neglect State Registry
  • State or Tribal Criminal History Check, including fingerprints
  • FBI Criminal History Check, including fingerprints
• Must complete 15 clock hours of professional development annually that builds the knowledge, experience, skills, and abilities of staff to improve child, family, and staff outcomes. Of this, a minimum of 50% of the 15 hours (or 7.5 hours) must be focused on the specific content area or job assignment. Must also complete an annual Professional Development Plan (PDP) to be reviewed three (3) times during the year.
• Provide proof of the following immunizations as required: Measles, Pertussis (Whooping Cough), Influenza, and COVID –19 vaccination required.
• COVID vaccination required; must have two-dose series of Pfizer or Moderna or a single-dose of Johnson & Johnson. Those that need a medical or religious exemption must reach out separately.