Full-Time | Part-Year (March–December)

The Clerical Specialist Enrollment is responsible for intake of new applicants, childcare billing, monitoring the TAP system, and assisting with recruitment and other administrative support duties. This position is also responsible for auditing enrollment files, ChildPlus data entry, USDA reporting, and updating the EAS system. The Clerical Specialist Enrollment would be required to have working knowledge of Community Action programs and services to provide resources to families. It would also be required to be knowledgeable of ODJFS and PFCC services, ECE requirements, and the Head Start Performance Standards. This position should provide excellent communication and build relationships with families to make families feel confident in the education and services their children will receive. Always completing accurate and detailed enrollments

Enrollment & ERSEA Support

Estimated Effort: 35%

• Schedule and complete enrollment appointments for families applying to the Early Childhood Program.

• Conduct enrollment file audits to ensure documentation accuracy and compliance.

• Update and maintain enrollment information within the EAS system.

• Complete required USDA reports.

• Assist with recruitment and outreach activities.

• Conduct home visits as needed to support enrollment processes.

• Maintain knowledge of enrollment eligibility requirements and program policies.

Childcare Billing & Fee Management

Estimated Effort: 35%

• Monitor childcare billing and fee arrangements.

• Distribute fee statements and prepare billing documentation.

• Track attendance and submit attendance records through the TAP system.

• Ensure compliance with ODJFS licensing rules and Early Childhood Education manuals.

• Follow Head Start Performance Standards related to enrollment and attendance.

• Maintain accurate records related to childcare payments and billing processes.

Health & Nutrition Administrative Support

Estimated Effort: 15%

• Assist with answering phones and directing inquiries as needed.

• Support scheduling of health appointments for enrolled children.

• Assist the Health/Nutrition Coordinator with setting up child health files.

• Provide families with information and applications for Medicaid and WIC programs during enrollment.

• Assist with maintenance and organization of child health files.

Administrative Support

Estimated Effort: 10%

• Answer enrollment-related phone calls and inquiries.

• Perform general clerical duties including:

  • Filing

  • Scanning

  • Faxing

  • Data entry

• Maintain organized records and documentation.

• Assist Early Childhood staff with administrative needs related to enrollment and family services.

Other Program Support

Estimated Effort: 5%

• Encourage volunteerism and parent participation in program activities.

• Notify the Family Services Coordinator if families require additional resources or services.

• Assist with maintaining supplies and general facility organization.

• Participate in program planning and ongoing monitoring activities.

• Follow all CAC policies, procedures, licensing rules, and Head Start Performance Standards.

• Maintain a professional and courteous demeanor with children, families, and staff.

• Contribute to a positive and collaborative team environment.

Minimum Requirements

Education

• High School Diploma or equivalent.

Job-Related Experience

• Six months clerical or administrative experience.

• Customer service experience.

• Strong written and verbal communication skills.

• Basic computer skills including Microsoft Office.

Licenses, Certifications, and Accreditations

• Valid Ohio Driver’s License.

• Reliable transportation and proof of insurance.

• Must be insurable under the agency’s insurance policy.

• Ability to complete all ODJFS/ODE staff file requirements, including:

  • Physical exam or T-8(V) exam

  • Updated immunizations

  • Three professional references

  • Permission to obtain BCI and FBI background checks

  • Completion of 15 hours of related training annually

  • Signed Standards of Conduct form

Preferred Qualifications

• One year of formal clerical training through a business or technical program.

• One year of experience working with low-income families.

• One year of experience working with Early Childhood programs.

Working Conditions

• Majority of work performed in a well-lighted office environment.

• Requires ability to lift up to 40 pounds.

• Requires stooping and bending to interact with children at their level.

• Occasional home visits and classroom assistance may be required.

• Occasional local and regional travel may be required for training or program support.

• Occasional overnight travel may be required for professional development.

• Work involves multiple, sometimes competing priorities.

• May involve moderate levels of stress.