Office Associate

Job Description

Job Description

Office Associate - Cobden Head Start

Southern Seven Health Department is seeking applications for a regular, full-time position that is based at our Cobden Head Start in Cobden, Illinois. This position does come with a benefit package, including personal, vacation and sick time accrual, holidays, health and life insurance, and an employer sponsored cafeteria plan. This position provides clerical support to ensure efficient operations at a Head Start site (s); performs duties of receptionist, greeting of parents and visitors, and secretarial duties as outlined in Head Start Performance Standards and local and state guidelines.

Qualifications :

A. Education, Training and Experience :

1. Must be at least eighteen years of age, AND

2. Ability to pass the Southern Seven Basic Computer Skills Assessment.

3. Prefers Associate Degree in a Secretarial Science or a related field, OR

4. High School Diploma or GED Equivalent,

5. Prefers some experience working in an office setting

B. Knowledge, Skills and Abilities :

1. Knowledge and use of modern office practices and procedures including basic computer skills.

2. Knowledge and capable of dealing with persons of diverse socio-economic, educational, and cultural backgrounds.

3. Knowledge and use of appropriate telephone etiquette.

4. Ability to carry out detailed but basic oral and written instructions.

5. Communicate effectively in written and verbal forms.

6. Perform basic arithmetic calculations.

C. Certification and Other Requirements :

1. Requirements :

DCFS background check / criminal check

DCFS physical, Mandated Reporter

DCFS licensing required courses

CPR / First Aide

D. Physical Requirements :

1. Strength : Lift / carry up to 40 pounds on occasion and 20 pounds frequently.

2. Movement :

A. Routine : Sit, walk, or stand for prolonged periods of time.

B. Use near visual acuity to review both written documents and text on computer monitor.

C. Hear and understand speech at normal room levels and on the telephone.

D. Operate a telephone, keyboard, and mouse.

E. Occasion : Lift horizontally and vertically, bend and stoop, push / pull, twist, carry, crouch, squat, kneel, reach above shoulder level.

3. Bloodborne Pathogen Exposure : Occasional Occupational Exposure

Job Duties :

• Receives and distributes all incoming phone calls and takes messages and forwards to the appropriate personnel.
• Greets parents / caregivers and visitors and monitors who have entered or exited the building through the entrance through implementation of the security system.
• Releases children to authorized individuals as per Child's Pick Up list and procedure and requests to see photo identification for those people that are not familiar.
• Collects and verifies children's attendance from teaching staff and enters data into Child Plus Data Base.
• Assists in maintenance and tracking of all children files in accordance with policies and procedures. This position does have primary responsibility for filing and tracking.
• Maintains child, family, and employee confidentiality.
• Documents all pertinent information in case notes pertaining to children and families served and shares the information with those that need to know.
• Completes and submits daily, weekly, and monthly required paperwork as required by procedures manual to the Site Supervisor.
• Assists Site Supervisor in development and distribution of monthly newsletter and reminders and letters to parents. Emails or provides a hard copy of all correspondence sent home to parent to appropriate personnel at Administrative Office.
• Collects, reviews, and enters all In-Kind transactions into Excel report and then submits information to appropriate personnel.
• Completes assigned projects within reasonable time frame as determined by Site Supervisor.
• Maintains binders of various meeting minutes (Board of Health, Policy Council, Health Services Advisory, Education / Special Needs Committee, etc.) at the site that is accessible to all staff.
• Takes minutes and types and distributes the center site staff meeting minutes to appropriate staff after approval from the Site Supervisor.
• Reports needed office equipment repair to the proper personnel.
• Maintains cabinet or closet for office materials and restocks as needed.
• Responsible for developing a partnership with parents and caregivers in the Head Start program and encourages each parent / caregiver to take in active role in their child's Head Start experience.
• Participates in staff meetings, center activities, and staff development.
• Participates in the federal and annual program review.
• Responsible for recruitment of Head Start eligible children, in coordination with other Head Start staff, for enrollment into the Head Start program.
• Responsible for carrying out best practices for safety procedures concerning children, staff, families, and community individuals and for assessing current practices and finding ways and areas needing improvement.
• Responsible for participating in activities and attitudes that promote positive public relations and positive image for the program and agency.
• Complies and is familiar with the requirements of the policies and procedures adopted by Southern Seven Health Department as required by the Health Insurance Portability and Accountability Act (HIPAA).
• Reports potential problems and concerns to Site Supervisor.

Salary Range : $15.30 - $16.80 hourly

Southern Seven Health Department is an "Equal Opportunity Employer / Vet / Disabled "