Position Purpose

Provide grant required data entry support & monitoring to home visitors and submit grant data to the state as required. Must meet requirements per Federal Head Start Performance Standards and any local, state and or agency policies and procedures.

Essential Job Responsibilities: Performance Indicators

Special Grant Program Support

  1. Monitor special grant data entries to ensure timelines are met.
  2. Enter data into the state database (THEO) as required for benchmark monitoring and special projects
  3. Support special grant home visitors in completion of required data collection and appropriate responsiveness to family needs.
  4. Submit monthly report of enrollment and any staff changes.
  5. Train new home visitors on MIECHV practices and tools.

Staff Trainings/Meetings & Misc.

  1. Attend meetings, staffing, training, and professional development activities as appropriate.
  2. Facilitate CQI (Continuous Quality Improvement) meetings. Report findings to the state and follow up with documentation and implementation of generated ideas.
  3. Perform other duties as requested.

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

Administrative Support Services

  1. Initiate contact and greet new families into the program.
  2. Perform enrollment and student registration for home based families to obtain confidential information, legal forms and documents, to provide and explain Early Head Start policies and procedures to families.
  3. Schedule and coordinate enrollment appointments with families for registration.
  4. Create spreadsheets and forms showing data from program monitoring. Process data reports.
  5. Obtain confidential and critical information for data entry into various database systems including student attendance, educational, health, family services, enrollment, screening and transitional.
  6. Effectively communicate and consult with staff to ensure timely follow up on information needed for administrative staff support in order to ensure completed by deadlines.
  7. Manage and organize student records for region. Compose, create and maintain the region’s student record files.
  8. Assist in program recruitment.

Minimum Requirements:

  1. Intermediate to advanced computer skills, data entry, internet and e-mail.
  2. Must have knowledge and at least one year experience in child development and early childhood education, adult learning and family dynamics including knowledge of community resources and skill to link families with appropriate agencies and services.
  3. Infant Toddler CDA and/or a combination of knowledge and experience that cover the areas listed above is required.  An Associate Degree in ECE or higher is preferred.
  4. Excellent written and verbal communication skills. Bilingual English/Spanish skills highly desirable.
  5. Health Appraisal Questionnaire is required at hire and will be updated annually.
  6. At time of hire must be currently enrolled in Child Care Division-Central Background Registry and must renew every five years.

Knowledge, Skills and Abilities:

  • Frequent significant decision and problem solving abilities.
  • Regular use of computer to submit data entry, and relay information as required by grant.
  • Regular sitting for computer work,  kneeling, bending and sitting on the floor to attend to child’s needs.
  • Occasional lifting up to 50 pounds.

Position Information:

  • 30 hrs
  • Full Year Position
  • Supervised by EHS Manager.

Job Description created & PC Approved 2001 edited 06/2009, edited 02/2012, edited 04/19/2014 (to include data entry for grant). 06/2017

Updated: August 2021. June 2023

This job description was last updated on 08/11/2021. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

Head Start of Lane County is an EEO Employer.
Head Start of Lane County is an Equal Employment Opportunity Employer. All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

© 2013 Head Start of Lane County | 221 B Street, Springfield, OR 97477 | (541) 747-2425

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