Technology and Data Assistant - Early Learning Programs

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Technology and Application Implementation

• Support the implementation and ongoing use of all approved Early Learning technology systems and applications.
• Monitor and support the implementation of required applications across applicable sites and classrooms.
• Support systems related to attendance, enrollment, assessments, parent engagement, classroom communication, meal counts, documentation, and reporting.
• Assist teachers, administrators, staff, and families with account access, setup, navigation, and troubleshooting.
• Monitor application utilization and identify staff, classrooms, families, or sites requiring additional support.
• Coordinate technical issues with IT or system vendors when needed.
• Support implementation of new technology, applications, updates, and digital processes.
• Develop simple guides and resources to support consistent system use.

Application Communication and Compliance

• Monitor appropriate and consistent use of required applications by teachers, administrators, and staff.
• Monitor whether required program communications are completed through approved applications.
• Support teachers and staff in maintaining timely and professional communication with families.
• Assist parents and guardians with accessing and using required applications.
• Monitor family registration and activation and provide follow-up support when needed.
• Identify classrooms or sites where application implementation or utilization is incomplete.
• Communicate concerns and implementation gaps to the Licensing and Compliance Manager and Early
• Learning leadership.
• Follow up with staff until required actions are completed.
• Provide additional training when incorrect or inconsistent application use is identified.
• Maintain reports or documentation demonstrating application implementation and utilization.

Data Management and Reporting

• Enter, review, update, and validate child, family, enrollment, attendance, meal count, and other program data.
• Maintain accurate and confidential electronic records.
• Identify missing, duplicate, inaccurate, or inconsistent information.
• Follow up with appropriate staff until corrections are completed.
• Generate regular reports for Early Learning leadership and other departments.
• Support data reporting for Head Start, Wisconsin Licensing, NAC, YoungStar, CACFP, Finance, grants, audits, and monitoring visits.
• Assist with development and maintenance of spreadsheets, trackers, and reporting tools.
• Ensure reports and data are reviewed for accuracy before submission.

Attendance and Meal Count Monitoring

• Monitor daily attendance and meal count information for accuracy and timely completion.
• Compare attendance and meal count information to identify inconsistencies.
• Follow up promptly with staff regarding missing, late, or incorrect information.
• Support CACFP meal count documentation, reconciliation, and reporting.
• Maintain organized records supporting meal count and attendance requirements.
• Communicate repeated or significant discrepancies to the Licensing and Compliance Manager.
• Assist staff with technology concerns affecting their ability to complete attendance or meal count requirements.

Staff and Family Technology Support

• Provide responsive technology assistance to teachers, administrators, staff, and families.
• Support staff and families with login, account access, application navigation, and common system issues.
• Provide individual or group training on technology systems and applications.
• Support families who require additional assistance accessing program communication or digital resources.
• Maintain professional, respectful, and timely communication.
• Identify recurring technology concerns and communicate trends to leadership.

Program and Finance Support

• Assist with reconciliation of enrollment, attendance, billing, and meal count information.
• Support Finance/Accounting with requested Early Learning data and documentation.
• Assist with reports, purchase orders, program records, and audit documentation as assigned.
• Identify and communicate data discrepancies to the appropriate supervisor.
• Maintain organized electronic documentation supporting program and financial reporting.

Licensing and Compliance Backup Support:

The Technology and Data Assistant will serve as a backup to the Licensing and Compliance Manager as needed.

Responsibilities may include:

• Assisting with licensing documentation and file organization.
• Supporting internal compliance monitoring.
• Assisting with staff compliance records.
• Supporting preparation for licensing visits.
• Assisting with Head Start monitoring and Focus Area reviews.
• Supporting NAC accreditation and YoungStar documentation.
• Assisting with CACFP monitoring and audits.
• Supporting corrective action tracking.
• Assisting with compliance calendars and deadlines.
• Providing administrative support during audits, monitoring visits, and program reviews.

General Program Support

• Provide administrative and operational support to Early Learning leadership as assigned.
• Assist Early Learning sites during periods of increased program need.
• Support enrollment, attendance, family documentation, and digital recordkeeping.
• Assist with training, meetings, program events, and system implementation.
• Travel between Early Learning sites to provide technology, data, or administrative support as needed.
• Maintain flexibility to support program priorities and special projects.

Communication and Accountability

The Technology and Data Assistant is expected to maintain consistent and timely communication with the Licensing and Compliance Manager, Early Learning leadership, site administrators, teachers, Finance, IT, Nutrition, and other appropriate departments.

The position is responsible for communicating:

• Missing or inaccurate data.
• Attendance or meal count discrepancies.
• Application implementation concerns.
• Staff or family technology support needs.
• Missing documentation.
• System problems.
• Reporting concerns or approaching deadlines.

The employee is expected to follow through on assigned responsibilities until completion and escalate unresolved concerns appropriately.

Performs other duties as assigned that are consistent with the responsibilities and scope of the position.

• High school diploma or equivalent required.
• Experience with technology, data entry, administrative support, customer service, or related work.
• Strong computer and technology skills.
• Proficiency in Microsoft Office, including Excel, Word, Outlook, and PowerPoint.
• Strong organizational and data-entry skills.
• High attention to accuracy and detail.
• Strong written and verbal communication skills.
• Ability to learn and support multiple technology platforms.
• Ability to maintain confidentiality.
• Ability to manage multiple responsibilities and meet deadlines.
• Ability to communicate professionally with staff, teachers, administrators, and families.

Preferred

• Associate’s or Bachelor’s degree in Information Systems, Business Administration, Accounting, Early Childhood Education, or related field.
• Experience working in early childhood, education, nonprofit, or human services programs.
• Experience with early childhood technology or data systems.
• Familiarity with ChildPlus, Teaching Strategies GOLD, Playground, The Registry, CCPP, YoungStar portals, or similar systems.
• Experience with CACFP, attendance, enrollment, or program reporting.
• Bilingual Spanish - English

PHYSICAL AND WORK REQUIREMENTS

• Primarily administrative and technology-based work.
• Regular computer and data-entry responsibilities.
• Ability to travel between Early Learning program sites as needed.
• Ability to occasionally lift up to 40 lbs.
• Occasional evening or weekend work may be required for training, audits, monitoring, system implementation, or program events.
• Ability to move around throughout the workplace and school environment, including bending, kneeling, standing, walking, going up and down stairs, and sitting for extended periods of time.
• Noise level in the work environment is moderate to occasionally loud
• Manual dexterity to operate computers, classroom technology, and teaching tools and to engage in repetitive movement of wrists, hands, and fingers (typing and/or writing).
• The position involves working at a computer, traveling between program sites, and moving throughout office and school environments, with or without reasonable accommodation.