Administrative Assistant/Data Entry Specialist

Position Summary:

The Head Start Administrative Assistant and Data Entry Specialist supports the daily operations of the Head Start program by providing high-quality administrative, clerical, and data management support. This role ensures accurate documentation, maintains program compliance with federal and state requirements, and delivers excellent customer service to families, staff, and community partners.

Essential Functions:

● Provide general office support, including answering phones, greeting visitors, responding to inquiries, and managing correspondence

● Enter, update, and maintain accurate participant information in Head Start data systems (ex. ChildPlus, Learning Genie, DCF Child Portal)

● Provide friendly, professional support to families, community partners, and staff members

● Creates and maintains records, spreadsheets, and documents as needed and appropriate related to fiscal responsibilities

· Maintain a welcoming, supportive front office environment

Job Duties:

● Maintain organized filing systems (electronic and paper) for child records, staff documents, and program materials

● Assist with scheduling meetings, trainings, and screenings

● Assist in preparing documentation for federal reviews, state monitoring, and internal audits

● Prepare agendas, meeting minutes, memos, and other written materials

● Assist staff with ordering, tracking, and organizing program supplies

● Monitor data for accuracy, completeness, and compliance with Head Start Performance Standards

● Run reports to support enrollment, attendance, health requirements, screenings, and other program tracking needs

● Assist with the annual enrollment and application process, including scanning, filing, and verifying documentation

● Protect confidentiality of all children, families, and staff by following program policies and federal regulations (FERPA, HIPAA)

● Support tracking of required screenings, health documents, and follow-ups

● Help maintain program calendars and deadlines to ensure compliance with Head Start timelines

● Assist with communication to families regarding appointments, missing paperwork, or upcoming events

● Help families complete forms as needed and direct them to appropriate staff for additional services

● Maintain data to ensure compliance with State of Wisconsin Early Childhood licensing requirements

● Analysis and obtainment of Head Start data for ongoing monitoring and continuous improvement for the program

● Supports program as a bus monitor on bus routes

● Participate in annual program self-assessment

● Attend required meetings and trainings

● Any other duties assigned by supervisor

Pay: $15.00 - $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person