Job Description

Job Description

Job Description

Description

The Administrative Assistant I/Billing Clerk oversees the day-to-day activities of a large and important organizational segment to ensure the established policies are being followed.

The Administrative Assistant I/Billing Clerk is responsible for promoting the mission of ABCD Head Start & Children’s Services; building an understanding of the program by communicating this mission to staff, families and the community. 

This position must comply with all federal, state and local laws, regulations, standards and policies, including those of the federal Administration for Children and Families (ACF), the Massachusetts Department of Early Education and Care (EEC), the Individuals with Disabilities Education Act (IDEA), Massachusetts Department of Elementary and Secondary Education (DESE), Massachusetts disability law (Chapter 766), Boston Family Engagement Network (BFEN) and ABCD, Inc. Head Start and Children’s Services policies and procedures. 

All ABCD Head Start/Early Head Start and Children’s Services personnel who are paid to care for, or work with, children are MANDATED BY LAW to report all suspected cases of child abuse and neglect to the Massachusetts Department of Children and Families (DCF), pursuant to Massachusetts General Laws Chapter 119 §§ 51A – 51G. Any staff member who suspects child abuse or neglect of a child must inform his or her supervisor immediately. 

The responsibilities of a particular position may support both Early Head Start and Head Start depending on the individual assignment. The specific corresponding funding allocation will be documented on the personnel payroll authorization or change of status form. 

All communications are potentially sensitive and are subject to Head Start's policy on confidentiality. 

ESSENTIAL DUTIES:

• Oversee the departments’ clerical functions and general office procedures; provide necessary assistance to staff in completing assignments as deemed necessary.
• Maintain departmental records for miscellaneous correspondence, telephone conversations and in-house communications. 
• Work closely with other departments concerning purchasing, personnel, payroll and other administrative matters.
• Perform miscellaneous administrative tasks (e.g., coordinating the use of office space by other departments, scheduling meetings, record-keeping, filing, etc.)
• Review and analyze the division’s operations and develop suggestions for improvement.
• Handle administrative paperwork as needed.
• Assess monthly parent fees and fees collected, log weekly parent fee charges and payments, follow-up with parents regarding payments, gives Program Director pertinent information needed for monthly report.
• Assist families with filling out applications for enrollment. 
• Assist clients with correspondence needs. 
• Ensure all important communications are translated for non-English speaking parents.
• Ensure that the Parent Committee has all its information, bylaws, agendas, minutes, space and funds to properly function at its meetings; and that staff have worked to encourage and support members in attending meetings; and when they are absent that these members are provided with information about the meeting in a timely, accurate way. 
• Perform other related duties as assigned from time to time.

JOB KNOWLEDGE, SKILLS & ABILITIES:

• Demonstrated knowledge of and sensitivity to the educational and socioeconomic needs of the children and families served.
• Excellent written and verbal communication as well as interpersonal skills.
• Ability to handle sensitive family situations in a non-threatening and professional manner.
• Keyboarding skills, computer literacy and familiarity with various applications such as database, word processing, e-mail and internet.
• Knowledge of neighborhoods served by programs and city-wide services relevant to the programs population.
• Proven ability to keep accurate written records and documentation.
• Ability to work with culturally and ethnically diverse low-income population.
• Bilingual in Haitian Creole or Chinese is highly preferred.
• Must be able to work independently without intensive supervision.
• Must be able to balance and prioritize work load and have strong time management skills. 

Professionalism

• Maintain professional boundaries in relationships with staff and families.
• Maintain confidentiality of child and family information at all times.

Physical Environmental Demands & Conditions

• Frequent significant decisions and problem solving abilities.
• Ability to work as a team member collaborating with coworkers, parents and community resources.
• Lift items based on program administration needs.

EDUCATION & EXPERIENCE:

A minimum of a high school diploma or equivalent and at least one year of prior experience with a human service agency and a solid background in general office practice is required. Associate’s degree in a relevant field preferred.

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