Job Goal:
To accurately maintain child and family data in ChildPlus, support the coordination of recruitment and enrollment processes, ensure records are complete and compliant, and assist with data tracking, reporting, and analysis.
Essential Responsibilities:
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Data Entry/Student Records Responsibilities
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Enter and maintain accurate child and family records in database software (ChildPlus)
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Uploadand organize all enrollment documents to ensure records are complete and up to date
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Communicate regularly with staff regarding enrollment paperwork, requirements, and deadlines
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Process requests for student records in a timely manner
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Review and verify data for accuracy and completeness within ChildPlus
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Prepare andarchive files at the end of each program year in accordance with record retention guidelines
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ChildPlus Support Responsibilities
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Maintain and update the preschool application tracking log
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Generate and review reports to monitor accuracy and completeness of child and family data in ChildPlus
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Provide support to Family Services staff with data entry, including eligibility records and family information.
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Data Analysis Responsibilities
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Compile and analyze data related to attendance, recruitment, and enrollment
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Identify trends, patterns, and discrepancies using reports, charts, and graphs
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Flag errors or negative trends across systems and recommend improvements for data accuracy and efficiency
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Assist with preparing and sharing data reports or summaries for internal or external use
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Organize documents (e.g., surveys, reports) for analysis or distribution
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Eligibility, Recruitment, Selection, Enrollment, Attendance (ERSEA) Responsibilities
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Support the Enrollment and Child Wellness Coordinator in scheduling and coordinating summer enrollment activities with Family Advocates and Health Resource teams.
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Review and monitor classroom attendance records in ChildPlus.
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Maintain and monitor waitlists, ensuring eligibility and documentation are accurate and complete
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Conduct recruitment appointments and determine eligibility for walk-in or pending applications
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Participate in outreach events, which may require occasional evening and weekend availability
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Additional Responsibilities
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Provide front desk/reception coverage as needed in the absence of front office staff
General Staff Responsibilities:
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Participate in staff meetings, conferences, training sessions and workshops as assigned
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Demonstrate familiarity with employment policies, performance standards, work plan and objectives of Agency
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Maintain congenial and respectful relations with staff, children, families and community
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Keep current and accurate records and file reports on time
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Maintain confidentiality in regards to staff and family information
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Maintain objectives and professional standards
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Improve self‐skills and education
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Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy
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Be present at work in order to provide consistency of services
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Be a contributory team member in a positive/productive manner
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Demonstrate commitment to mission, values, and policies in the performance of daily duties
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And or any other duties deemed necessary by your supervisor
Education Requirements:
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High school diploma or equivalent
Experience and Skills Requirements:
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Two years of data entry, word processing or related computer experience
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Strong knowledge of Microsoft Office and ease in adaptation tone with technology
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Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy
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Adept at queries, report writing and presenting findings
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Ability and desire to understand complicated software applications and their possibilities'limitations
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Must be flexible, well‐organized, and able to manage different projects concurrently and often under pressure; able to set priorities and manage time effectively
- Salary is commensurate with education and experience.
Physical Requirements:
The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:
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Sit for long periods of time with daily use of computer screen;
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Do tasks involving repetitive arm and hand movements, such as heavy word processing/keyboarding, using various office tools to collate, punch, cut, or stamp paper and other repetitive or high‐volume tasks such as bulk mailings, filing projects, etc.;
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Occasional filing is required. This would require the ability to lift files, open filing cabinets and bending as necessary;
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Occasionally required to stand, walk and reach with hands and arms;
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Occasionally lift and/or move up to 50pounds
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Work Environment/Conditions:
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Work is normally performed in a typical interior/office work environment. Job tasks are performed in close physical proximity to other people
Safety:
Apply safe practices in the performance of duties
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Reporting of unsafe or hazardous working conditions and/or any injury immediately
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Complying with Agency safety standards
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Participate in emergency drills
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Promote a culture of safe environments in the workplace
Agency‐Wide Requirements:
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Current enrollment in the Child Care Division’s Central Background Registry
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Current physical examination, drug screen, and TB screen documentation prior to hire
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Ability to drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. A DMV Record check will be conducted prior to hire.
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Desire to work with low‐income children and their families
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Communicate effectively with staff, families, children, and the public using the telephone and in face‐to‐face, one‐to‐one, and in group settings
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Fluent in English both verbally and written
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Umatilla-Morrow Head Start, Inc. is committed to providing equal employment and advancement opportunities to all individuals in all aspects of employment, including, but not limited to, recruitment, hiring, job assignments, promotions, career advancement opportunities, working conditions, scheduling, disciplinary action, termination of employment, compensation, and access to benefits and training. We recruit, hire, and promote into all job levels the most qualified applicants without regard to legally protected characteristics.
