Head Start Background and Licensing Manager

POSITION DESCRIPTION

JOB TITLE: SALARY RANGE: 11

Head Start Background and Licensing Manager

REPORTS DIRECTLY TO:

Head Start Program Director

SUPERVISES: HS/EHS/EXP Office Assistant/Data Clerks

GENERAL DESCRIPTION:

Supports the Program Director by undertaking a variety of program-related administrative tasks. Program Assistants help in planning and organizing programs and carrying out daily operational duties.

SPECIFIC RESPONSIBILITIES:

• Support Program Director in planning, organizing and implementing programs and policies. Records minutes at staff meetings and trainings, uploads into GoEngage.app for viewing.

• Assist in scheduling projects for managers, supervisors, center staff, maintenance staff, etc.

• Facilitate the timely completion of programs by encouraging adherence to schedules and deadlines.

• Assist in tracking, logging and reporting program/client information required by funding sources.

• Prepare relevant paperwork and keep updated files and electronic records. Ensures completion of employee packets, screenings, and notifies staff of employee change dates.

• Oversight of fingerprint, background screen process for staff.

• Oversight of licensing files and compliance with all licensing regulations.

• Tracks Licensing, Fire and Sanitation compliance, ensures violations are corrected and ensures annual renews are submitted.

• Train new Licensing Coordinators regarding files and requirements.

• Oversight of all fiscal activities within Head Start, including requisitions, Purchase Orders, bids/quotes, and approval of all expenditures prior to purchase.

• Ensure all agency fiscal policies are maintained and staff understand process.

• Answers telephone, emails, takes messages, answers routine requests and routes caller to appropriate staff person. Places calls as requested.

• Works with Managers and Supervisors to prepare and submit forms of payment for agency reimbursements.

• Works with Managers and Supervisors to prepare for filing various forms as required, including follow-up information on program, employee requirements, licensing requirements, and any other required reporting.

• Assists Program Director in preparing required reports.

• Assists Program Director in drafting correspondence and written communications.

• Provides appropriate files for the review of monitors and auditors as required.

• Reviews files for accurateness and completeness and responsible for completion of any required follow-up.

• Perform additional duties as assigned by supervisor.

• Monitor office/data staff responsibilities and activities and addresses and deficiencies.

• Ensures office/data staff are meeting job expectations.

KNOWLEDGE, SKILLS AND ABILITIES:

• Proven experience as Program Assistant or relevant position.

• Working knowledge of program and agency management practices, policies and regulations.

• Good understanding of program and agency software, computer programs and databases.

• Ability to perform business mathematical calculations.

• Applicant will possess a minimum of an AA degree or relevant experience.

• Ability to handle sensitive agency information in a confidential manner.

• Obtain initial medical exam and TB assessment within 30 days of employment. Complete a medical and TB assessment every five years following initial employment.

• Pass background screen, child abuse/neglect screen, drug screen and be subject to random drug screens.

I accept the duties and responsibilities as outlined in this position description. This position is exempt from the overtime provisions of the Fair Labor Standards Act.

Signature of Employee: Date:

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