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: