BACKGROUND CHECKS: Ohio Heartland Community Action Commission is a drug-free employer. Drug testing of both current staff and new hires will be conducted. Employment is contingent upon successful completion of Driver's Record Check, Criminal Background Check, Drug Test, and Employment References.
JOB SUMMARY: This position requires data entry into ChildPlus, Teaching Strategy Gold (Creative Curriculum) and other required software programs, preparation of reports, and the use of tracking forms. The position will require competence in the area of accuracy, close attention to detail, independent initiative and follow-through, and the ability to work with staff in all areas of Head Start to track and maintain all child and family information as required by Federal and State Regulations. The position requires strong office skills including, but not limited to: computer competence, organization, flexibility, professional communication skills, multi-tasking, the ability to accurately type correspondence, maintaining confidentiality of client and staff information, filing, the ability to take legible notes, operation of office machines, and the ability to present a professional and positive attitude when dealing with clients and staff. The Data System Processor will be expected to provide assistance and training to Head Start staff learning to use the various software provided by the agency.
ESSENTIAL FUNCTIONS:
1. Follow procedures and training by the Software System Administrator on computer literacy involving all aspects of the computer software forms, reports, ChildPlus and Teaching Strategy Gold (Creative Curriculum).
2. Adhere to all policies and procedures regarding the use of Head Start computers and software and its safeguards, accessing information, reports, data entry and time lines.
3. Responsible to read, practice, explore and know the software being used at this time.
4. Responsible for close attention to detail and accuracy when entering new and corrected information into any computer data base and when generating all reports.
5. Responsible for obtaining missing information from managers/staff in various areas.
6. Responsible for generating assigned reports and ensuring accuracy of the information such as PIR - Program Information Reports, Monthly Teaching Strategy Gold (Creative Curriculum) Reports, Weekly and Monthly Reports, USDA Billing Report, Current Enrollment/Termination Data and upon request, Special and General Reports.
7. Complete all assigned reports, then check and recheck for accuracy before submitting to the Software Systems Administrator at least one week prior to due dates for finalization.
8. Work as a team member to implement the CP program into all areas of Head Start.
9. Assist with phone duty, filing, mailing, typing, copying, supplies and other assigned general office duties.
10. Adhere to Fiscal Policy & Procedures when working with Program Operations Manager. Monitor Fiscal areas: Stamps, Petty Cash, P.O. Procedures, and Credit Card Procedures when required.
11. Assist in: distribution of Job Postings, Posting of Memos or Notifications when needed.
12. Responsible for typing accurately: letters, forms, and reports for various areas in the program as directed by the immediate supervisor.
13. Obtain the Software System Administrator's approval of all memos and out-going information.
14. Submit weekly Time and Mileage Sheets to Immediate Supervisor by 3:00 pm each pay period ending Friday.
15. Perform all job related functions as requested by the Software Systems Administrator.
16. Participate in training opportunities as assigned by the Software Systems Administrator.
17. When all your job requirements are complete, you are responsible to ask other Managers, Specialist and Directors for work and notify your immediate Supervisor.
18. Acquire and maintain a general knowledge of the Head Start program in order to provide assistance for the various areas as needed.
19. Maintain strict confidentiality in all matters and adhere to all policies as stated in the OHCAC Personnel Policies and Procedures Handbook and all agency written policies.
20. Actively promote the Head Start program and recruit families year round.
21. Travel or be assigned as deemed necessary for the performance of the program. Transfer of site assignment when necessary for the operation of the programs when management finds it appropriate.
22. Must have transportation available daily for required assignment in any county.
23. Will be required with prior notice to work flexible hours outside the normal 8:00 a.m. - 4:30 p.m. workday on occasion in order to adhere to and stay in compliance with regulations stated within the Head Start Performance Standards.
24. Due to program needs, least senior employee in a position must accept Re-Call from Seasonal Lay Off or unemployment will be terminated and discharge will follow.
25. Operate in full compliance with the Ohio Heartland CAC Head Start Child Positive Behavior Support Policy that prohibits corporal punishment.
NON-ESSENTIAL FUNCTIONS:
1. Substitute on the bus and in the Center when required (only at Sam and Grace Centers), this includes use of personal car for work related errands including transport of food.
2. Assist the Area Managers with activities in the classroom or in the home when required.
3. Participate in workshops, education and training when possible for personal and professional growth.
4. Go to the Post Office to pick up mail when requested.
5. Perform any duty assigned in order to meet or stay in compliance with state or federal regulations.
6. Attend meetings for the purpose of taking notes.
ACCOUNTABILITIES:
1. The Head Start Data System Processor is accountable for the above essential and non-essential functions to the Software Systems Administrator.
2. Submit all required reports, forms, and information on schedule.
3. Must work independently with initiative, creativity and accuracy.
4. Video and audio recordings will be made during Head Start activities and observations and will be used for public relations, professional development, training and/or possible disciplinary action.
JOB QUALIFICATIONS:
1. High School Diploma or equivalent and computer competency with 2 years computer experience. Head Start experience preferred.
2. Must possess technical skills to be able to use a variety of computer software, produce correspondence, forms and reports.
3. Must possess good oral and written communication skills.
4. Must be able to work independently with initiative, creativity, accuracy and confidentiality, and without constant supervision.
5. Must be flexible, able to work with a diverse population and have good organizational skills.
6. Must have a valid Ohio Driver's License or be able to obtain one before the first day of employment, carry vehicle insurance and have ready access to a drivable vehicle. Must be willing to travel within all four counties and use personal car for work related errands including transport of food.
7. Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals.
8. Ability to compute rates, ratios, and/or percentages.
9. Ability to define problems, collect data, establish facts and draw valid conclusions.
10. Physical Demands: While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; talk; hear; and smell. The employee is frequently required to stoop, kneel, crouch or crawl. Must be able to move quickly to retrieve a running child.
11. The employee is occasionally required to climb or to balance.
12. The employee must be able to lift and/or move up to 50 pounds.
13. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
14. Must be able to clearly see the entire classroom.
15. Must pass the requirements of the insurance company in regards to age (18) and driving record.
16. Must show courtesy and respect to staff and customers at all times.
The Job Description does not create an employment contract, implied or otherwise.
Ohio Heartland Community Action Commission has in effect a clean air/smoking/tobacco use policy which prohibits smoking or use of tobacco products in all offices and on or in any agency owned or agency occupied properties or vehicles. This policy applies to ALL Ohio Heartland Community Action Commission staff, regardless of program.