Data Administrative Assistant

Roanoke, VA

  • Department: Head Start/Early Head Start
  • Posting Date: 05/09/2024
  • Closing Date: 05/23/2024
  • Salary: $15.00-$21.19/hr
  • Code: DAA-EHS/HS

Classification: Non-Exempt

Every TAP employee shares in the TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.

 

DEFINITION AND PURPOSE:

The Program and Data Assistant plays a crucial role in maintaining efficient operations within the Head Start and Early Head Start programs. This position involves managing data related to children and families using the ChildPlus database system and offering support for various program services. The role also includes coordinating daily activities and aiding staff with administrative tasks essential to the program’s operations.

 

ORGANIZATIONAL RELATIONSHIPS:

Supervised by: Assistant Director HS/EHS in conjunction with the Administrative Office Manager and Data Administrator.

Supervises No one

Coordinates with: Central staff, All service areas: Family Services, Health and Education staff, Supervisors, Data Administrator, Administrative Office Manager, and Food Services Manager.

 

Responsibilities:

  • Data Management and Entry:
    • Enter data into ChildPlus, including Family Services, Child/Adult Application and Meal Payment System! CHAAMPS, disabilities, and Program Information Report (PIR) report. This includes regular updates on children’s participation and engagement for attendance and education reports, including assessments such as ASQ (Ages and Stages Questionnaire), Phonological Awareness Literacy Screening (PALS)
    • Ensure data in ChildPlus is accurate and up to date, reflecting current figures on enrolled children and their families.
    • Works with Health and Family services to collect and submit information for the agency as related to the Community Services Block Grant (CSBG).
    • Works with Data Manager to Collect and enter data from intake and change of status update forms, ensuring accuracy and reliability.
    • Assist Data Administrator with check-out and check-in procedures for electronic equipment at the Central Head Start office for training purposes.
    • Assist Data Administrator with Inspected equipment upon return to ensure it is in good condition. Damage or missing components will be documented. Monitoring of any missing or damaged equipment may result in replacement charges.

 

  • Support for Head Start Programs:
    • Greet and refer visitors appropriately. Answer telephone calls and convey messages to staff.
    • Monitor sign-in forms.
  • Meetings and Communication:
    • Communicates with Data Administrator to resolve data issues as needed.
    • Communicates with the Administrative Office Manager regarding any office needs.
  • Compliance and Additional Duties:
    • Adhere to NAEYC Code of Ethical Conduct and TAP policies.
    • Assist the Data Administrator and other staff with job-related tasks as requested.
    • Perform office-related duties upon request.
  • Maintain and Manage office supplies:
    • Coordinate with Administrative office manager to maintain office bulletin boards; keep training room calendar up-to date, retrieve daily mail from the mailroom, fill and empty interoffice mail pouches daily and fill copier paper as needed daily.
    • Ensure supplies are well-stocked and organized and office supplies such as printer paper, snacks, and coffee.
    • Monitor and clean out refrigerator as needed.
    • Coordinate with other staff to maintain a clean and organized office environment.
    • Assist with preparing and formatting documents and presentations for meetings and events.
    • Schedule and manage appointments and meetings, including sending reminders.
    • Assist in organizing and maintaining a tidy and functional office space.
    • Provide general support for staff and visitors, as needed.
    • All other duties as assigned by supervisor.
  • Essential Knowledge, Skills, and Abilities:
  • Proficiency in oral and written communication and excellent interpersonal skills
  • Familiarity with Windows operating systems and Microsoft Office, including Word, Excel, and PowerPoint.
  • Must have experience with database systems and data entry.
  • Strong organizational and record-keeping skills. Ability to adapt to changing workflow and deadlines.
  • Self-directed and able to prioritize tasks to meet deadlines.
  • Strong critical thinking skills to analyze data, identify patterns, and develop actionable insights for assigned projects.

 

Training, Education, and Experience:

  • Must possess a minimum of an Associate’s Degree; preferably in a computer-related field.
  • Minimum of four years of experience working with computers and data entry in an office environment.
  • Four years of experience working with families and young children.
  • Participates in regular and ongoing training through the annual ChildPlus training to keep up-to-date with data system changes.

 

SPECIAL REQUIREMENTS:

  • Must possess a valid VA operator’s license and have daily access to a car.
  • Must be willing to travel to Head Start sites including outlying areas.
  • TAP participates in the Virginia DMV Driver Alert Program.  Employees who operate a TAP vehicle or their personal vehicle to conduct TAP business may be subject to driver record monitoring through the Virginia DMV Driver Alert Program.
  • Must have CPR, First Aid certification and MAT certification or be able to complete such certification within 6 months of employment.
  • Must provide physical/medical examination and tuberculosis screening every two years with their physician in order to remain employed, and able to pass background screenings every five years.
  • Must be available to work any eight (8) hour shift during center operational hours of 7:00 a.m. and 6:00 p.m.
  • Must be able to interact with children.
  • The ability to be objective and non-judgmental.
  • Having the skill to engage with individuals from diverse backgrounds.
  • Must pass drug screening.  Some positions require positive complete background screening including: criminal, sex offender and child protective services.
  • Must provide physical/medical examination and tuberculosis screening every two years with their physician in order to remain employed, and able to pass background screenings every five years.
  • Physical activity of this position – climbing; ascending and descending ladders, stairs, scaffolding, ramps, poles and the like; balancing; stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, use of fingers for – picking, pinching, and typing; grasping, feeling, hearing, talking, repetitive motion of the wrists, hands, and/or fingers.
  • Physical requirements of this position – medium work; exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force occasionally to move objects.
  • Visual acuity requirements – close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; must be able to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures.
  • Conditions subject to in this position – environmental conditions; protection from weather conditions but not necessarily from temperature changes.
  • At TAP, we focus on the Whole Family Approach. Whole Family is a family led strategy to achieve set goals.  As an employee you may be required to attend Whole Family training and subject to data entry into the agency’s software as part of the Whole Family approach and serving clients.

 

TAP participates in the Virginia DMV Driver Alert Program. Employees who operate a TAP vehicle or their personal vehicle for TAP business may be subject to driver record monitoring through the Virginia DMV Driver Alert Program.

At TAP, we focus on the Whole Family Approach.   Whole Family is a family led strategy to achieve set goals.  As an employee you may be required to attend Whole Family training and subject to data entry into the agency’s software as part of the Whole Family approach and serving clients.

This description provides information regarding the essential functions of the designated job, and general nature and level of work associated with the job.  It should not be interpreted to describe all the duties that may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

 

We only hire individuals legally eligible for employment in the United States.

Equal Opportunity Employer/Drug Free Workplace

Bilingual ability is a plus.