Head Start Background and Licensing Manager

SCMCAA • Winona, MO

2d

About The Position

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.

Requirements

• 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.

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.

What This Job Offers

• Career Level: Mid Level
• Education Level: Associate degree