Family Services/ Intake Support Secretary/ERSEA Liaison - Head Start

SUBJECT: Family Services/ Intake Support Secretary/ERSEA Liaison REPORTS TO: Family Service Coordinator, Administrative Coordinator, Assistant Director GENERAL RESPONSIBILITIES: 1. Adhere to all Federal Head Start Performance Standards, the Head Start Act, and all applicable local and state regulations and standards 2. Work collaboratively with all Head Start staff to support the Program’s philosophy, mission, and goals and to maintain a positive school climate that fosters school readiness for children and families 3. Adhere to the Program's confidentiality policy and code of conduct and all other policies as outlined in the Head Start Employee Handbook and Policies and Procedures Handbook 4. Adhere to channels of supervision as established by the program for your position 5. Use the Parent, Family and Community Engagement (PFCE) Framework to promote parent and family engagement 6. Work in partnership with other staff to engage all families in Head Start activities 7. Participate in professional development opportunities that support individual, personal and professional goals including those that enhance skills to support school readiness goals of all children and families 8. Complete an annual Individual Professional Development Plan (IPDP) at the start of the school year and review with supervisor 9. Support colleagues and engage in active and meaningful exchanges with children and families 10. Use data from appropriate sources for planning, communicating, and supporting the Program’s efforts to individualize personal growth of each child, family and staff member 11. Attend annual O.S.H.A./Blood Borne Pathogens, Epi-Pen, Inhaler, Asthma, Child Abuse and Neglect and all other Emergency Preparedness trainings as required by the program 12. Maintain current CPR and First Aid certifications and other appropriate licenses as required by program 13. Maintain appropriate health requirements as mandated by the Head Start Performance Standards and in conjunction with state and local recommendations 14. Complete all necessary written documentation in an accurate, professional and timely fashion 15. Comply with all established check in and meeting schedules as established by the supervisor 16. Comply with any other responsibilities as assigned by the supervisor 17. Required to participate in two annual Head Start events: (1) Know Your School Night. (2) Annual Art Show or Component-based After Hours Event (events subject to change contingent on the school year) 18. Maintain an acceptable attendance and job performance record as outlined in the Head Start Employee Handbook 19. Responsible to read and respond, as needed, to work email(s) on a daily basis 20. Responsible to complete all other tasks as assigned by the supervisor FAMILY SERVICES/INTAKE SUPPORT SECRETARY RESPONSIBILITIES: 1. Collaborate with the Family Service Coordinator to develop, refine and/or implement effective office procedures, forms, databases, systems and services that meet discipline needs. 2. Work cooperatively with Family Service Coordinator and Intake Specialist to recruit children and families during summer months, and/or throughout the school year as needed. 3. Work cooperatively with Family Service Coordinator to maintain enrollment and the overall operation of Family Services. 4. Submit weekly and monthly attendance and enrollment statistics to Family Service Coordinator. 5. Distributes weekly attendance and enrollment reports to appropriate staff. 6. Provide general secretarial support for the Family Services discipline. 7. Prepare and distribute correspondence including letters, memos, notices, postings, forms, minutes from meetings and monthly reports. 8. Provides Family Service Coordinator with written monthly Family Services reports. 9. Generate monthly billing attendance reports to EEC and enter income eligible children into EEC database. 10. Work with Family Service Coordinator to facilitate the processing or necessary requisitions and purchase orders for the discipline. 11. Assist Family Service Coordinator with marketing efforts that include but are not limited to, updating outreach material/ literature distribution and updated lists of community agencies. 12. Maintains a current and accurate tracking system for all Head Start applicants/enrollees. 13. Provide technical support to the Family Service Advocates. 14. Able to manage database as system administrator. 15. Assist Bilingual Intake/Recruitment Specialist with preparation of records for children entering Head Start. 16. Complete duties associated with job interviews and notifications during the hiring process for the Family Service component staff openings. - Schedule and notify applicants of interview appointments. - Prepare interview packets for Personnel Committee - Prepare all correspondence to notify applicants of Personnel Committee’s decisions 17. Assist Family Service Coordinator in preparing reports for Policy Council/Board. 18. Review forms and assist Family Service Coordinator with any necessary updates. 19. Maintain an accurate and current mailing list. 20. Proficient in Microsoft Office including Word, Excel, etc. 21. Able to generate report, graphs and tables based on data collected 22. Able to prioritize, multitask and organize. ERSEA LIAISON RESPONSIBILITIES: 1. Work cooperatively with Intake Specialist in the facilitation of intake process with perspective Head Start families. 2. Responsible for community outreach in order to market the Head Start program and its services. 3. Work cooperatively with Intake Specialist to maintain funded enrollment in centers. 4. Work cooperatively with Intake Specialist to maintain a current accurate and prioritized centralized waitlist. 5. Works cooperatively with Administrative Support Secretary to schedule intake appointments. 6. Work cooperatively with Family Service Coordinator and Family Service Advocates to follow up on severe chronic absenteeism. 7. Work cooperatively with Health Coordinator/Secretary regarding health status of children on centralized waitlist. 8. Assist Head Start staff as needed with interpreting/translating service. 9. Able to prioritize, multitask and organize. REQUIRED QUALIFICATIONS: 1. Associates Degree 2. Previous secretarial experience 3. Strong organizational, record-keeping, and secretarial skills including confidentiality, computer literacy, a working knowledge of Microsoft Word, and database management PREFERRED QUALIFICATIONS: 1. Bilingual skills strongly preferred WORK YEAR: 52 Weeks WORK HOURS: 8:30 a.m. to 4:30 p.m. TO APPLY: Any person interested in this position should apply on-line at www.worcesterschools.org. This deadline date does not preclude further advertisement or recruitment.

Salary : $22 - $26