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ERSEA Assistant

Job Descriptions

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Position Purpose

Process eligibility applications per systems, procedures and policies established by the agency. Make eligibility decisions that meet requirements of Federal Head Start Performance Standards and any local, state and/or agency policies. Coordinate recruitment efforts to help ensure ample wait list selection for all sites. Coordinate Full Day billing process by facilitating communication between Head Start Full Day Program, Head Start Finance Department, Oregon Department of Human Services and families served by the HSOLC Full Day Program.

Essential Job Responsibilities – Performance Indicators

Eligibility and Selection (50%)

  1. Implement timely application processing as outlined in the “Initial Eligibility Application Process Policy."
     
  2. Conduct Eligibility Interviews with applicants to ensure complete and correct information on the Eligibility Application.
     
  3. Obtain confidential and pertinent information from families for data entry into applicant record. 
     
  4. Provide frequent in person, phone and written contact with staff and families, often involving sensitive and or confidential information.
     
  5. Provide appropriate information and referrals to wait listed families, with a focus on resources for currently homeless families awaiting placement.
     
  6. Process EHS to HS eligibility verifications and placements.
     
  7. Document all communications regarding application in the applicant record.
     
  8. Maintain wait lists for accurate selection of the families. Families with the highest need shall be identified during the eligibility process via interview or written correspondence and priority points shall be awarded as outlined in the “Selection Policy.”

Administrative Support Services (50%)

  1. Maintain filing systems and eligibility files for all enrolled, previously enrolled and wait listed applicants. Ensure files are accurate and accessible for both processing and annual audits.
     
  2. Process requests for educational records made by parents or other agencies ensuring Permission to Exchange has been granted or checking ID as necessary.
     
  3. Form and maintain working relationships with outside agencies to facilitate both recruitment and services to enrolled and wait listed families.
     
  4. Attend recruitment events.
     
  5. Assist with enrollment. Conduct enrollments as needed.
     
  6. Coordinate Full Day billing process:
    1. Attend monthly billing meeting.
    2. Process billing forms from DHS Direct Pay Unit to ensure subsidy payments are made to HSOLC in a timely manner. Contact DPU when billing issues arise
    3. Follow up with Full Day families to collect on Parent Pay agreements. Communicate with families by text, phone, email and/or in writing.
    4. Maintain open, ongoing communication with Full Day region staff to ensure highest level of service to families (regarding HSOLC model options and placement, families' financial concerns, referrals, etc).
       
  7. Central office reception duties as needed.
     
  8. Attend meetings and training as required.
     
  9. Perform other duties as assigned

All communications are potentially sensitive and are subject to Head Start’s policy on confidentiality.

Minimum Qualifications:

  • High School diploma or GED. Related Associate Degree preferred.
  • Bilingual (Spanish) skills preferred.
  • Prefer minimum of one year of related clerical/administrative experience, with strong emphasis on record keeping, tracking and contact with the public.
  • Ability to communicate effectively with clients in crisis.
  • Strong computer literacy, database, spreadsheet and word processing, Internet and e-mail.
  • Enrollment in the Child Care Division-Central Background Registry.
  • Health Appraisal Questionnaire is required at hire and will be updated annually.

Knowledge, Skills and Abilities:

  • Ability to prioritize, organize, problem solve and effectively handle multiple tasks.
  • Strong organizational skills; sustained concentration with attention to detail and accuracy.
  • Ability to communicate (verbal and written) effectively and appropriately with staff and families.
  • Regular, repetitive motion with hands, computer keyboard, phone, filing.
  • Frequent, daily sitting, working at computer workstation for long hours.
  • Frequent standing to operate various office equipment.
  • Occasional bending, stooping, lifting up to 25 pounds.

Position Information

  • 48 weeks/Barg Unit/(pay grade 5 pending OSEA Approval)
  • Supervised by Eligibility, Recruitment, Enrollment, Selection & Attendance (ERSEA) Manager

 

Approved by Policy Council on 08/09/05, edited 02/22/2010, revised 08/2014, revised 12/2014

Head Start of Lane County is an EEO Employer.

 

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