Office Assistant Senior - Head Start Program

Macomb-County-Government; Michigan; On-site; USD 41,000 - 53,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Job summary

Macomb County Government is seeking an Office Assistant Senior for the Head Start Program. The role requires clerical accuracy, independent judgment, and front-line support for department operations.

The position involves data entry, scheduling, accounting tasks, and customer service. Applicants should have a high school diploma and at least one year of clerical experience; a valid Michigan driver’s license is required.

Qualifications

• High school diploma or GED equivalent.
• One year of office clerical work experience.
• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel.

Responsibilities

• Performs data entry for record keeping, tracking, registration, inventory and ordering.
• Maintains inventory of supplies and materials.
• Processes invoices and accounts payable/receivable; posts payments.
• Provides office support and assists with scheduling and clerical duties.
• Operates computer database software and maintains records.

Skills

Interpersonal skills

Customer service

Data entry

Time management

Office software

Education

High school diploma or GED

Associate degree or higher

Tools

Spreadsheets

Database software

Job description

As part of our total benefit package, Macomb County proudly offers medical, dental, and vision coverage, with no monthly premium to employees for single, two (2) person or family coverage. Health care, dental and vision benefits are effective the first day of employment.CLASSIFICATION TITLE:Office Assistant Senior - Head Start ProgramSALARY:$41,328.19 - $53,454.55DEPARTMENT:Macomb Community ActionOpening Date:10/23/2026Closing Date:11/09/2026 12:00 a.m.FLSA STATUS: Non-exempt - overtime pursuant to Collective Bargaining Agreement (if applicable) or Human Resources and Labor Relations PolicyEMPLOYMENT RELATIONSHIP: Just cause subject to probationary periodGENERAL SUMMARY:Performs a variety of clerical and/or accounting duties, which require an understanding of departmental operations, a high degree of accuracy and independent judgment.ESSENTIAL DUTIES & RESPONSIBILITIES:Determines eligibility for programs funding in following policies and program directives.Performs data entry for record keeping, tracking, registration, inventory and ordering.Maintains inventory of perishable/non-perishable supplies and materials.Updates and maintains computer records at the office, County and State of Michigan level.Processes invoices as accounts payable/receivable, prepare and submit requests for payment of invoices and post payments entries.Answers procedural questions regarding various departmental functions, duties, actions and procedures, schedule appointments, set court dates, etc.Assists customers in person, on line or over the telephone.Receives (cashier), process and deposit payments/money for fees, fines, assessments, permits, tax payments, prepare and make daily bank deposits, etc.Performs bookkeeping to balance accounts, requests check, make journal entries, maintain spread sheets, etc.Prepares a variety of documents and correspondence using personal computers, printers, email, and other electronic means for Department Heads, Elected Officials, Managers, Supervisors and others.Operates a variety of computer database software programs required for efficient operation of services.Manages and accounts for petty cash operations.Arranges Interpreter Services, coordinate scheduling and process billing arrangements.Enters payroll data, run verification reports, split time to multiple funding sources.Audits accounts (internal/external), verify debits/credits, apply appropriate adjustments and update account status.Reviews forms, letters and legal documents for accuracy, correcting errors or rejecting forms to the originator to have them corrected and resubmitted.Maintains a variety of department, program and office operational records including registrations, licenses, credentials of staff, attendance, property/land ownership, leases and contracts, etc.Provides office administration and phone support to department staff, supervisors, managers and department directors.Schedules appointments, events, hearings and or meetings for staff, consultants, attorneys and others.Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.Performs related duties as assigned.QUALIFICATIONS:Required Education and ExperienceHigh school diploma or GED equivalentOne (1) year of office clerical work experienceRequired Licenses or CertificationsPossession of a valid Michigan driver’s license and operable, insured automobile for authorized travelPreferred Education and ExperienceAssociates degree or higherThree (3) or more years of office clerical, bookkeeping or accounting related work experienceCOMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:Knowledge of:Modern office procedures and methodsVarious and specialty designated data processing/computer systems and applications for office administration across many departments in the CountyPrinciples and practices of basic bookkeeping and invoice processingGeneral clerical/administrative support and secretarial processes common to office administrationAccounts receivable and payable proceduresPayroll processing and timekeepingManual and electronic filing and record keeping procedures and retention schedulesHIPAA and other laws or County policies for maintaining record confidentialityCounty, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operationA variety of programs eligibility, enrollment and verification policies and practicesDatabase applications and report writing, data mining and collection for operational review (Financial/Electronic Medical Records, Court Case Management and others)Skill in:Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the publicProviding customer service to internal and external customers via phone, email and in personPerforming a variety of duties, often changing from one task to another of a different naturePerforming somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratiosOrganization and time managementOperating personal computers with current versions of office efficiency software and applicationsPerforming data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reportingAssigning, prioritizing, monitoring, and reviewing work assignmentsAbility to:Work in an environment which embraces the county’s Dignity CampaignEffectively speak, write and understand the English languageEffectively speak, write and understand a language other than English is preferredUnderstand and carry out oral and written directionsAccurately organize and maintain paper documents and electronic filesMaintain the confidentiality of information and professional boundariesTake initiative and work independentlyProvide excellent customer service to both internal and external customers with tact and courtesyMeet schedules and deadlines of the workPerform moderate level clerical/administrative related duties with a high degree of accuracyLead and train staff and coworkersLearn new policies, practices and proceduresRead and understand laws, rulings and other published guidanceHandle, process and account for large sums of cash/moneyUnderstand and follow complex registration, eligibility and enrollment guidelinesWORK ENVIRONMENT/CONDITIONS:The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.N/S =Never/Seldom O =Occasionally F/C = Frequently/ContinuouslyWork EnvironmentOffice or similar indoor environment: F/COutdoor environment: N/SStreet environment (near moving traffic): N/SConstruction site: N/SConfined space: N/SExposuresIndividuals who are hostile or irate: OIndividuals with known violent backgrounds: N/SExtreme cold (below 32 degrees): N/SExtreme heat (above 100 degrees): N/SCommunicable diseases: N/SMoving mechanical parts: N/SFumes or airborne particles: N/SToxic or caustic chemicals, substances, or waste: N/SLoud noises (85+ decibels): N/SBlood Borne Pathogens: N/SPHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.N/S =Never/Seldom O =Occasionally F/C = Frequently/ContinuouslyDemand :Balancing on even or uneven surfaces/ground: N/SBending (forward or backward bending at the waist): N/SClimbing up or down stairs, ladders, scaffolding and platforms: N/SCrawling (moving about on hands and knees). Inspecting in confined spaces: N/SDigging: N/SDriving on sealed and unsealed roads: OGrasping, gripping, holding, clasping with fingers or hands: OKneeling to work at low levels: OLeg/Foot movement to operate machinery: N/SManual Dexterity (fine finger movements i.e., keyboard operating, writing): F/CLift/Carry/Move objects from one level/position to another:Up to 10 pounds: OUp to 50 pounds: OMore than 50 pounds: N/SOver 100 pounds: N/SPush / Pull objects away from or towards the body: N/SReaching overhead (arms raised above the shoulder) or forward reaching (arms extended): N/SSitting in a seated position during the task performance: F/CStanding in an upright position without movement: OWalking considerable distances in the facility on multiple surfaces: ORunning considerable distances in the facility on multiple surfaces: N/SGENERAL REQUIREMENTS AND DISCLAIMERSComplies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations.The UAW Local 889 bargaining unit represents this position. Therefore, there may be contract language which could require consideration in the selection process.GRANT OR EXTERNALLY FUNDED POSITION – This position will continue only if sufficient grant or external funds are provided.