DATA CLERK

Summary:

Ensures operation effectiveness of MPP programs through the provision and management of program support services in accordance with policies, procedures, and the philosophy of the MPP Board of Directors and the Head Start Policy Council.

This is a part-time position

Macon Program for Progress' Expectations of All Employees:

Projects a positive and respectful attitude that represents MPP in a positive manner within the community at large, and maintains a professional and respectful attitude when interacting with employees, clients, and the public. Serves as a role model for employees, clients, and community partners.

Facilitates open communication with employees, clients, and community partners. Attends and participates in meetings, work groups, team meetings, committees, workshops, individual training, and training conferences and seminars when assigned.

Obtains a working knowledge of and comply with all MPP policies and procedures, including but not limited to, Personnel Policies and Procedures and Head Start Standard Operating Procedures, service plans and related policy and procedures.

Possesses a working knowledge of confidentiality and adheres to MPP confidentiality policies. Must be able to maintain confidentiality of all families, children and employees at all times.

Reports Child Abuse per Head Start Standard Operating Procedures.

Reports to work at scheduled times and maintains acceptable attendance records as outlined in Program Personnel Policies and Procedures.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

Produces and distributes various communication items including program closings notification, flyers to post, planning calendars and news releases and other communications as assigned.

Manages the operation and administration of various office machines including copy machines, facsimile machines, and printers.

Orders and assembles files to be used for new enrollments for children's programs.

Update agency program forms as requested and approved by program managers. Disseminate approved forms to agency personnel and program locations.

Takes notes at and transcribes various agency related meeting minutes including monthly Policy Council, Integrated Team and quarterly Health and Education Advisory and others as assigned; maintains accurate and orderly records of meetings.

Create document packets to be mailed to Policy Council members prior to Policy Council meetings. Assemble document packets for distribution to Policy Council Members at meetings.

Ensures duties and responsibilities are evident and reflect a high quality of professionalism and integrity to the families served.

Responsible for data entry in these areas:

Daily Attendance report- total children in attendance

Timesheets - enter into Gradience and Child Plus for tracking purposes Scan health documents and add to Child Plus

Enter ERSEA file documents to Child Plus Enter attendance notes to Child Plus Enter BOO BOO reports to Child Plus

Enter Health Events to Child Plus

Document and record agency events and history as directed by supervisor. Completes both regularly scheduled and special projects as requested.

Other Duties and Responsibilities:

Assists with reception desk coverage daily by answering phone, taking messages, answering questions and allowing

building access to children, clients and families.

Assists in the set up and support of meetings as needed. Attend job related meetings and trainings as needed, required or recommended by supervisor.

Performs other duties as assigned and reasonably within the scope of duties enumerated above.

Supervisory Responsibilities:

Carries out supervisory responsibilities in accordance with the organization's policies and

applicable laws. Responsibilities include: selecting, orienting and training employees. Accomplishes staff job results by coaching, counseling, and disciplining employees; planning, monitoring and appraising job results; conducting training; implementing and enforcing policies and procedures. Develops schedules; assigning and monitoring work; implementing effective work standards,

resolving operations problems, implementing new procedures.

This job has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Two years related experience and training with a proven record of performance of office and administrative functions or equivalent combination of education and experience.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure

manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to

practical situations.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses and Registrations:

• Valid Driver's License .
• CPR and First Aid Certification at time of hire or achieve certification within the first 6 weeks of hire date

(training provided.)

• Commercial Driver's License (CDL) or the willingness and ability to obtain a CDL, unless MPP exemption requirements are met.

Other Skills, Abilities and Qualifications:

• Strong organizational skills
• Strong composition and writing skills
• Excellent communication skills
• Excellent computer/keyboarding skills including use of Windows, Internet, email and other common functions.
• Knowledge of procurement and supply chain processes and practices.
• Ability to stay knowledgeable on policies and procedures
• Strong understanding of Head Start, daycare and other services for lower income families
• Strong knowledge of Microsoft Office Products including Word, Excel, PowerPoint and/or Publisher
• Ability to work independently with minimal direct supervision.

Employment Conditional upon the Results of the Following:

• Criminal background check to include: Federal and State Fingerprint Database, Sex Offender Registry, NC Administrative Office of the Courts, Responsible Individuals List, and Child Maltreatment Registry.
• Pre-employment drug screen.
• Pre-employment Physical Examination as required by Head Start regulations.
• Acceptable driving record per MPP insurance policy requirements.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision.

Frequent climbing to enter and exit the bus, frequent sitting and returning to a standing position at each bus stop.

Work Environment: The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.