Head Start Program Assistant

Pacific Clinics; Pasadena (CA); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Medical, Dental & Vision

Retirement options

Flex Spending

EAP

Job summary

Pacific Clinics is seeking an administrative assistant for Head Start information management. You will compile, analyze, enter data, and generate reports while supporting policy updates, typing, and other clerical duties.

Responsibilities include data entry into Head Start systems, producing reports, managing files, and preparing communications. Strong MS Office skills and two years of related experience preferred.

Qualifications

• High School graduate or GED required; AA preferred.
• Minimum two years related work experience, or equivalent.
• Familiar with Head Start/Early Head Start philosophy, goals, and regs.
• Advanced MS Office skills (Excel, Word, Access, PowerPoint).
• Strong analytical, organizational and verbal skills.
• Ability to speak before groups; bilingual helpful.

Responsibilities

• Enters department data into Head Start systems as required.
• Performs data analysis and produces reports on demand.
• Creates presentations and reports from data.
• Performs general clerical duties and mail distribution.
• Maintains program and family files with reports and minutes.
• Supports communications to staff and families.

Skills

Data entry

Data analysis

Report generation

Communication skills

Bilingual helpful

Education

High School diploma or GED

AA preferred

Tools

Excel

Word

Access

PowerPoint

Job description

• The initial compensation for this position is $22.91 per hour; depending on experience, location, and internal equity considerations.
• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve. Benefits eligibility starts on Day 1!

Compensation We Offer

• The initial compensation for this position is $22.91 per hour; depending on experience, location, and internal equity considerations.
• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve. Benefits eligibility starts on Day 1!

Pay Range

$22.91

Job Summary

This position is responsible for the compilation, analysis, data entry, and report generation of Head Start information as required. Provides administrative support for the program including, policy and procedure updates, typing, word processing, faxing, and other clerical duties.

Responsibilities

• Enters assigned department data (example: Health, Mental Health, ERSEA, Education Services, or Operations/Family Services) into Head Start, Child Plus and Pacific Clinics systems as required.
• Performs data analysis using available statistical information and produces reports on demand. Evaluates data by comparing past performance, current trends, and projections.
• Creates presentations, graphic organizers or detailed reports of data as requested.
• Performs secretarial duties such as the receiving and distribution of incoming and out-going mail, overnight, shipping, faxes, etc.
• Tracks and submits in-kind activities for assigned department.
• Develops and carries out procedures for general office systems for assigned department.
• Plans and oversees a system for maintenance of child or family files (if applicable), program files, to include reports, correspondence, newsletters, meeting minutes, training logs, safety logs, program forms, along with the immediate supervisor.
• Produces correspondence, reports, meeting minutes, agendas, etc.
• Provides word processing services and assistance on putting together Head Start staff or parent communications from assigned department including memos, newsletters, and other types of correspondence.
• Supports Parent Committee meetings, and other committees
• Generates and documents in-kind and other allowable costs applied toward the non-federal share requirement.
• Attends all workshops and meetings as deemed necessary by the immediate supervisor.
• Attends all required staff and parent meetings and activities.
• Promotes Head Start in the community.
• Maintains strict confidentiality with respect to Head Start/Early Head Start children, families, and staff in accordance with established policies and procedures.
• Abides by and adheres to all policies and procedures and demonstrates an understanding of PC Head Start Employee Handbook: Human Resources Policies and Procedures, PC Head Start Operations Manual and all other PC HS handbooks, manuals, and resources.
• Reports to work on time and maintains reliable and regular attendance.
• Models Pacific clinics’ approach, mission and core values in all communication and correspondence.
• Communicates effectively in a culturally competent and diverse consumer population and promotes favorable interaction with managers, co-workers, and others.
• Performs other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Organizational Relationships/Interaction

Initiate and maintain professional interactions and communication with Clinic’s employees, community, and family members and/or others.

EDUCATION And/or EXPERIENCE/POSITION REQUIREMENTS

• High School graduate or G.E.D required; AA preferred.
• Minimum two (2) years related work experience, or equivalent combination of education and experience.
• Familiar with Head Start/Early Head Start philosophy, goals, and applicable regulations.
• Demonstrated understanding of Head Start Performance Standards and local childcare licensing regulations.
• Demonstrated advanced level Microsoft Office skills (Excel, Word, Access, and PowerPoint).
• Demonstrated good analytical, organizational, and verbal communication skills.
• Experience, knowledge and use of Word and Excel spreadsheets required. Use of internet-based databases, e-mail to scan and transmit data.
• Ability to speak before groups of individuals.
• Some Bilingual fluency helpful (English/Spanish or English and other languages present in the local area).
• Ability to exhibit patience and tact when communicating with parents, staff, management, vendors, and the public.
• Ability to project professionalism in conducting daily activities.
• Must possess a valid California driver's license, reliable transportation and maintain an insurable driving record under the Clinics' liability policy.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Occasional need to lift typical office items, including small furniture, some equipment, boxes, etc.
• May be required to lift up to 20 pounds.
• Some exposure to communicable diseases.
• Travel by car, bus, airplane, or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of state and in some cases where some overnight travel may be required.
• Noise level in work environment may be moderate to loud.
• Must be available, as requested, for a variety of evening and weekend meetings as well as social and community events.

Driving Required May have unsupervised contact with children. Requires full background check and TB Exam.

We are an Equal Opportunity Employer, which includes providing reasonable accommodations for individuals with a disability. We will consider for employment, qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.