What are the responsibilities and job description for the Data Entry Clerk Receptionist position at Springfield Urban League?
SUMMARY: The position of Data Clerk/Receptionist regardless of race, creed, color or disability, will be housed at a Springfield Urban League Head Start site and will report directly to the Site Manager. The Data Clerk/Receptionist will assist in the coordination and ensure accurate data entry, and record-keeping within the data system utilized. The Data Clerk/Receptionist will generate reports as requested and ensure organized efforts for on-going program improvement. The Data Clerk/Receptionist is also responsible for the reception area and office management within the Head Start Program.
ESSENTIAL FUNCTIONS:
- Signs in and out daily when arriving and departing any Head Start Site.
- Types and assembles correspondence, reports, and other materials as directed by the Site Manager.
3. Input and maintain required data with accuracy in accordance with program procedures.
4. Maintain the management information (ChildPlus) to include technical assistance and securing and alerting the Site Manager to any problems.
5. Distribution of accurate classroom enrollment lists to all classrooms and Coordinators on a monthly basis.
6. Provide to the Transportation Manager the completed emergency information of enrolled children as they are enrolled or as changes occur.
- Provides for a pleasant reception of staff, visitors, parents and phone calls.
- Assures appropriate sign-in and identification procedures are implemented for all persons entering the building.
- Responsible for site emergency care access in release of children and update of files as necessary.
- Track, monitor, and maintain daily child attendance and analyze reasons for absences.
- Enter daily child attendance by 11:00am each day.
- Responsible for daily sign-in and out record keeping to be submitted monthly to Site Manager for staff and children.
- Assist with entering data from child files into ChildPlus.
- Type and assemble monthly newsletter publications.
- Make contact with parents within 1 hour of child’s absence from school to identify reason for absence.
- Support staff by making copies of materials as requested and providing for distribution.
- Maintain confidentiality of files and information in a locked file cabinet.
- Responsible for maintaining foster grandparents time sheets.
- Responsible for Parent Display Board being changed monthly.
- Must attend all staff meetings, workshops and trainings as assigned.
- Assist in providing statistical reports and analysis on enrollment, social services, child development, and health/nutrition and parent involvement in order to facilitate the follow-up and tracking of services.
22. Provide Child Plus reports to the Site Manager as required, i.e. attendance, in-kind, health reports, etc.
23. Transfer data from paper formats into computer database as required.
24. Update existing data, i.e. family changes, address/phone # and contact changes.
25. Retrieve data from the database or electronic files as requested.
26. Perform regular backups to ensure data preservation.
27. Sort and organize paperwork after entering data to ensure it is not lost.
28. Additional duties and responsibilities may be assigned.
QUALIFICATIONS:
- Must have a high school diploma/GED and minimum of one year’s experience in data entry. Associates degree is preferred.
- Must be self-directed and able to work effectively under pressure and meet deadlines.
- Must have reliable transportation.
- Must be able to pass a medical examination certifying freedom from communicable diseases and illegal substances.
- Ability to work well and communicate with children, staff, parents and others.
- Must be able to organize and work effectively with varied staff and have the ability to summarize information accurately and clearly.
- Must process excellent organization skills, quantitative skills, data entry skills and knowledge of data base applications, networking.
- Must have excellent attention to details with good follow-through.
- Must have a positive attitude toward direction.
- Flexibility in work environment with willingness to learn new skills.
The Springfield Urban League, Inc. is an Equal Opportunity Employer.
