The Student Records Assistant will report to the ERSEA Manager and will collaborate with the Enrollment Coordinator in all administrative functions regarding coordinating and processing enrollment applications. This position leads ongoing creation and monitoring of records and files in compliance with the Office of Head Start and OSSE. The Student Records Assistant is responsible for monitoring and compliance of the Enrollment, Recruitment, Selection and Attendance functions of the Educare programs under Head Start performance standards. They support the enrollment documentation process across our six sites.

REPORTING RELATIONSHIPS

The Student Records Assistant reports to the ERSEA Manager

MAJOR RESPONSIBILITIES AND KEY TASKS

Record Keeping Tasks

Establishes and maintains physical child files for each participant upon enrollment across sites
Closes child files for each participant upon disenrollment across sites
Transfers transitioning child files and archive child files annually
Maintains up to date Head Start eligibility documentation
Maintains and secures confidential information
Maintains Internal File Monitoring Spreadsheet monthly
Audits and maintains physical student file and digital student file for compliance with OSSE and the Office of Head Start

Administrative Tasks

Attends to inperson, digital and audio enrollment inquiries
Assists with intake interviews, parent tours, documentation requests and collection
Utilizes electronic data management system (ChildPlus) to upload documentation collected inperson, digitally via centralized or personal work email
Utilizes electronic data management system (ChildPlus) to enter enrollment and attendance data as needed
Assist in review of online enrollment applications, paper and digital enrollment/ reenrollment registration forms for completeness and accuracy
Prepares enrollment/reenrollment registration packets to upload to electronic signature application (DocuSign) and assists with paper or digital distribution
Communicates with education staff to ensure daily attendance entries and verify accuracy with daily sign in sheets
Communicates with all partnership sites to ensure daily attendance entries and accuracy
Assists with providing documentation for any required reports pertaining to enrollment for the entire program
Collects, organizes and prepares data for the end of the month attendance reports for Head Start Grantee and OSSE

Child Care Subsidy

Support parents enrolling in child care subsidy for Educare DC program
Ensure applications for enrollment are complete and accurate and determines eligibility of families
Monitors child care subsidy redetermination deadlines
Generates correspondence to remind parents of their child care subsidy status

Other

Performs other duties as assigned within the scope of the position

EDUCATION AND EXPERIENCE REQUIREMENTS

HS diploma or GED; Associates degree preferred
13 years of administrative experience, preferably in setting providing services to children and families
Strong customer service background

ADDITIONAL JOB REQUIREMENTS

Clearance of background checks as required by local, state and federal regulations
Physical examination and diagnostic tests as required by local, state and federal regulations
A biannual physical exam, drug screen, TB test, and COVID19 vaccination are required as a condition of continual employment

REQUIRED SKILLS AND ABILITIES

Intermediate to advanced level skills with computer applications thorough understanding of Microsoft Outlook (Microsoft Office required), word processing (Microsoft Word), mail merge, spreadsheets (Excel) and email systems. Knowledge of Access a plus. Good command of Internet usage
Ability to learn childcare policies and procedures, specifically the parent copayment policy
Develop a clear understanding of eligibility requirements of various funding sources
Ability to document, monitor and track information, and develop reports
Must have excellent customer service skills
Must have good computation skills
Ability to develop forms and letters necessary to complete tasks
Ability to communicate effectively and in a familyfriendly manner
Must have experience with office equipment and ability to manually operate and use a computer
Must be able to fluently speak, read, write and understand English
Must be well organized and detailoriented
Able to process, secure and exercise discretion in handling confidential information and materials
Ability to work well independently and in a team environment and communicate effectively and appropriately with a diverse staff and external constituents

ESSENTIAL JOB FUNCTIONS

Finger dexterity sufficient for typing, filing, handling records, and other office equipment
Ability to talk, hear, sit, stand, walk; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, or crawl
Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus
Ability to clearly hear and understand telephone conversations
Must be able to lift up to 20 lbs
Job requires viewing a computer screen approximately 90% of the time

About EducareDC

Educare DC is a leading early childhood education source for preparing children for success in school and life. With a focus on equity, excellence and continuous improvement, the Educare DC work environment is safe, fun and challenging. Come join our team and partner with us to provide the highest quality care and education to families.

EducareDC

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Student Records Assistant