Administrative Assistant - Billing Clerk

Administrative Assistant I / Billing Clerk

Department:
Head Start and Children's Services |

Location:

Malden - Commercial Street | Compensation: $22.59 / hour

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. This role promotes 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. It 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 personnel who are paid to care for children are mandated by law to report suspected child abuse and neglect to the Massachusetts Department of Children and Families (DCF). Any staff member who suspects child abuse or neglect must inform their supervisor immediately.

• Oversee the department’s clerical functions and general office procedures; provide necessary assistance to staff.
• Maintain departmental records for 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., coordinate office space usage, schedule meetings, record‑keeping, filing).
• Review and analyze the division’s operations and develop suggestions for improvement.
• Handle administrative paperwork as needed.
• Assess monthly parent fees and collected fees, log weekly charges and payments, follow up with parents regarding payments, and provide Program Director with information for monthly reports.
• Assist families with filling out enrollment applications.
• Assist clients with correspondence needs.
• Ensure all important communications are translated for non‑English speaking parents.
• Ensure the Parent Committee has the information, bylaws, agendas, minutes, space, and funds required for meetings; support attendance and information dissemination.
• Perform other related duties as assigned.

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

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

• Frequent significant decision‑making and problem‑solving abilities.
• Ability to work as a team member collaborating with coworkers, parents, and community resources.
• Lift items as needed for program administration.

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