Edmonds Community College is committed to diversity, equity and social justice. The college values its talented, diverse workforce and seeks to attract, hire, and support employees who consistently and actively embrace diversity and equity. We are intentional about social justice – the active engagement toward equity and inclusion that addresses issues of institutional, structural, and environmental inequity, power and privilege.
SCOPE OF WORK
The ERSEA Assistant provides support to our Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) program area. The ERSEA Assistant works primarily with the ERSEA Supervisor, maintaining complete and accurate family files and entering data into our program database. The ERSEA Assistant assists in monthly recruitment activities as assigned. The ERSEA program area is a division of Health and Family Services. This is a classified position and reports to the Health & Family Services Director. The ERSEA Supervisor directs the Health Assistant's daily work.
SUPPORT TASKS AND EXPECTATIONS
The ERSEA program area is responsible for enrolling, maintaining full enrollment and establishing a viable wait list for Head Start/Early Head Start & ECEAP slots for low-income infants, toddlers and preschoolers. Under the general supervision of the Health & Family Services Director and with direct input from and consultation with the ERSEA Supervisor, the ERSEA Assistant will:
SKILLS AND KNOWLEDGE
- Assist in the development of recruitment and enrollment materials, forms, and reports
- Assist in ERSEA procedure development and evaluation
- Compose and deliver responses to all routine correspondence, inquiries and contacts, reporting results to ERSEA Supervisor
- Establish and maintain electronic and paper programmatic and client records and files
- Manage sensitive documents
- Implement and manage Edmonds Community College Head Start/Early Head Start & ECEAP enrollment procedures including determining eligibility on routine enrollment applications
- Create and manage Edmonds Community College Head Start/Early Head Start & ECEAP waiting lists
- Conduct and support recruitment activities and maintain documentation for same
- Provide families, staff and the public with information on Edmonds Community College Head Start/Early Head Start & ECEAP programs and services
- Within established service guidelines and parameters, interpret and apply Head Start/Early Head Start & ECEAP ERSEA federal and state rules and Edmonds Community College Head Start/Early Head Start & ECEAP ERSEA policy, protocols and procedures
- As needed, conduct or participate in community fairs, public awareness and education activities that increase the community's knowledge of Edmonds Community College Head Start/Early Head Start & ECEAP programs and services
- Maintain ERSEA databases and records management systems
- Within prescribed guidelines, the ERSEA Assistant will act independently upon routine paperwork and applications, applicants' inquiries, and reporting results to the ERSEA Supervisor rather than requiring advance approval
- Complete data entry for the intake and enrollment services
- Perform intakes on new enrollees for Teacher Family Advocates (TFAs) and Home Visitors throughout the program year
- Perform other duties as assigned
The ERSEA Assistant must possess the following skills and knowledge:
ESSENTIAL PHYSICAL FUNCTIONS
- Spanish language fluency
- Effective communication with the education staff and, if necessary, with the parents, to ensure deadlines are met
- Ability to work independently and as a member of a team
- Knowledge of the factors affecting low-income families
- Ability to relate to and work with parents of diverse socioeconomic, cultural, ethnic and educational backgrounds
- Ability to handle and maintain confidential and highly sensitive information and determine need-to-know status
- Strong organizational, record-keeping, and documentation skills
- Basic computer skills including the ability to write, respond and send emails, establish and update work calendar, complete database entry and generate established reports, and create documents in a word processing program
The ERSEA Assistant must be able to:
- Operate a PC computer accurately inputting data and statistics into established spreadsheet, database and word processing programs; maintain required record-keeping and tracking systems using established database, spreadsheet and/or word processing programs; generate documents and reports; and use e-mail system; maintain appropriate paper documentation/filing system
- Produce written documents with clearly organized thoughts using proper sentence construction, punctuation and grammar
- Operate a variety of standard office equipment requiring continuous or repetitive arm-hand movements
- Observe, compare, or monitor data and behavior to determine compliance with other prescribed standards
- Operate a motor vehicle requiring a standard driver's license; some travel between sites may be required
- Set up or removes folding tables and chairs; some lifting and use of hand-truck required
- Sort and/or alphabetize documents and files
- Walk over rough, uneven or rocky surfaces and climb stairs
- Maintain the safety of materials, goods, equipment, furniture through visual, auditory, tactile, verbal, mobility and smell inspection; to occasionally use cleaning agents on materials, equipment and/or furniture, calling for maintenance on office equipment when needed
- Clock in and out for work shifts and lunch breaks using the Time & Attendance system; record and report own absences using the Absence Management system
- High school graduation or equivalent AND two years of full-time experience with same/similar work responsibilities or equivalent education/experience.
- Spanish Language Proficiency – accomplish work without the aid/support of an interpreter; proficiency will be tested.
Within the last five (5) years, employment experience
- that exhibits work skills in
- prioritizing multiple tasks, establishing and meeting deadlines with limited supervision
- managing multiple and complex tracking/documentation electronic and paper systems
- providing logistical and clerical support to three or more supervisors/managers
- as the primary receptionist with customers/clients who are from diverse social, economic, cultural, ethnic, and education backgrounds
- that exhibits strong computer skills and proficiency in
- minimally Word and Excel software for Windows;
- developing complex spread-sheets, documents, and pamphlets; and
- database program(s).
- Experience working with low-income families with very young children on issues of health, health treatment
CONDITION OF EMPLOYMENT
Hiring for this position is on the condition that the following requirements will be met:
Prior to job offer:
- For Spanish speakers, complete Spanish proficiency exam with a score equivalent to the minimum requirements for this position (if not a native Spanish Speaker).
Before Starting Work:
- Paperwork indicating negative TB Test or clear chest x-ray
- Proof of Tdap (Pertussis) vaccination
- Show proof of a cleared Portable Background Check from the Washington State Department of Early Learning
- (NOTE: if you do not have a current PBC, you must first create an account in the DEL's MERIT system by clicking here. The fees for obtaining a PBC are your responsibility. The entire process of obtaining a PBC takes 3-4 weeks. You may not start working until we have a copy of your cleared PBC.)
Within three days of hire:
- Submit proof of US Citizenship or ability to work in US (must show original social security or Alien Registration Card/Work Permit, as well as one piece of picture identification).
- Completion of all pertinent personnel/payroll forms.
Within 30 days of hire:
- Union Shop Fee: You must become a member of the classified union or pay a representation fee or no association fee within thirty calendar days of your hire.
Within 60 days of hire:
- Signed statement by a health provider that the employee is free from communicable diseases and physically able to perform job responsibilities.
Condition of continued employment
- Successfully complete a nine-month probationary period.
- Keep all certifications and clearances in current status
EEO / AFFIRMATIVE ACTION STATEMENT
Edmonds Community College is an equal opportunity employer and assures equality of treatment in educational and employment opportunities without regard to race, color, religion, national origin, sex (gender), disability, sexual orientation, age, citizenship status, marital status, veteran status, or genetic information. Applicants with disabilities who require assistance with the recruitment process may call 425-640-1470, 425-640-1832, or email firstname.lastname@example.org, and accommodations will be made to the extent reasonably possible. The Human Resources Office is accessible to persons with disabilities.
Location/Region: Lynnwood, WA