Head Start Data Entry Associate

POSITION SUMMARY

Under the general supervision of the Executive Director, the Head Start Data Entry Associate is responsible for aiding in the successful administration of the business activities of the Head Start/CSPP/CACFP Grants. Responsibilities may include clerical support, records management, office administration, and data entry. Specifically, the Head Start Data Entry Associate will assist by accurately inputting, managing, and reporting child/family data (enrollment, health, attendance) into systems like ChildPlus, gathering and reporting team member information in ChildPlus, ensuring confidentiality, maintaining records, generating reports for funding (PIR), and supporting program compliance with federal/state/county rules, requiring strong typing, computer skills, and attention to detail.

ESSENTIAL FUNCTIONS

• Provide support to SVP of Operations, ED of Early Education in management of administrative, clerical and department duties
• Responsible for the annual setup and configuration of all data bases.
• Enter and maintain confidential child, family, and team member data into specific databases, including ChildPlus, ActiveNet.
• Generate data reports in the child tracking system as requested.
• Assist in gathering data required to prepare monthly, quarterly, and annual reports for grant compliance and program monitoring, including Program Information Reports.
• Organize and maintain physical and digital filing systems for service documentation, ensuring accuracy, completeness, and confidentiality.
• Assist in internal and external data audits, identify and report areas of non-compliance or weakness, and help implement corrective measures to meet Head Start Performance Standards.
• Review CACFP monthly documents for accuracy
• Assist in providing training and technical assistance to program team members.
• Assist with the recruitment of eligible children for the Head Start and Early Head Start programs.
• Assist with Enrollment, Eligibility, Recruitment, Selection, and Attendance (ERSEA) record-keeping. 
• Coordinate with key departments across the association to gather information and communicate reporting deadlines and requirements.
• Enter applications and maintain waiting list files within a consistent and accurate filing system.
• Maintain inventories of program resources.
• Create documents, program materials, and other program related documents.
• Attend staff meetings and trainings as required.
• Uphold YMCA policies for safety, supervision, mandated reporting and risk management.
• Demonstrate the Six Pillars of Character (Trustworthiness, Citizenship, Respect, Responsibility, Caring, and Fairness) as well as the YMCA Core Values of caring, respect, honesty and responsibility in all dealings with members, guests, volunteers and fellow staff.
• Demonstrate competencies in and willingness to develop in the Cause Driven Leadership areas of mission advancement, collaboration, operational effectiveness and personal growth.
• All other duties as assigned by your supervisor.

YMCA LEADERSHIP COMPETENCIES

The Y's Leadership Competency Model is comprised of 14 Leadership Competencies (leadership knowledge, skills, and behaviors required for success in the Y), organized by the four disciplines of Cause-Driven Leadership:

• Advancing Our Mission & Cause: Provide visionary leadership to the organization and to ensure that all resources are mobilized to adapt to new challenges and needs in the community
  • Competencies Include: Change Leadership, Engaging Community, Philanthropy, & Volunteerism
• Building Relationships: Connect people to the Y's cause by developing inclusive relationships, partnerships and collaborations so that Ys can co-create solutions to pressing social needs
  • Competencies Include: Collaboration, Communication & Influence, & Inclusion
• Leading Operations: ensure relevance, effectiveness, and sustainability of the organization so that we can continue to fulfill our promise to the community
  • Competencies Include: Critical Thinking & Decision Making, Fiscal Management, Functional Expertise, Innovation, & Program/Project Management
• Developing & Inspiring Others: support the holistic development of self and others so that everyone can embrace the Y's cause, sustain the Y's culture, and inspire others to take individual and collective action to further our impact
  • Competencies Include: Emotional Maturity & Developing Self & Others

While all competencies are significant, the following are critical to success in this position:

• Change Leadership
• Collaboration
• Program/Project Management
• Emotional Maturity

MINIMUM QUALIFICATIONS

• EDUCATION: AA in Early Education, Social Services, computer sciences, or other related field.
• SPECIALIZED SKILLS: Bilingual (English/Spanish), preferred. Strong oral and written communication skills; proficiency in Microsoft Office Programs; data entry and word processing skills. Experience with ChildPlus, preferred. Knowledge of Community Care Licensing Regulations
• RELATED EXPIERENCE: 2 years' experience working with the Head Start/CSPP/CACFP grants
• CERTIFICATIONS & LICENCES: Current approved EMSA Adult, Infant and Child CPR, First Aid, & AED Certification (8 hours). Completion of child abuse prevention training prior to first day in program. Completed compliance courses, as assigned. Ability to pass fingerprint clearances.
• IMMUNIZATION & PHYSICAL: Current TB test clearance (must be submitted every two years). Cleared physical exam. Current Influenza (limited exceptions), pertussis, and measles vaccinations.

WORK ENVIRONMENT/MINIMUM PHYSICAL REQUIREMENTS

• You must have the physical, visual, and auditory ability to perform the essential functions of the job with or without reasonable accommodation.
• This position requires extended sitting, frequent computer use (hands/fingers/wrists), light lifting (under 20 lbs), occasional walking/standing/reaching/bending for files or supplies, and clear speaking/hearing for communication, all within a standard office setting with minimal physical exertion or risk.
• This position requires fine motor skills for typing and operating equipment, plus stamina for stationary work. 
• Ability to see details at close range for reading and computer work.

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