ERSEA Manager

A resume must be submitted to be considered for this position.

Full-Time, Excellent Benefits and Paid Time Off Starting Wage:

$31.73 per hour

PURPOSE:

Under the direction of the Early Childhood Education Administrator, the ERSEA Manager is directly responsible for the overall administration, supervision, coordination, and organization of work related to the eligibility, recruitment, selection, enrollment, and attendance (ERSEA) of children with a focus on data collection and assessment. The ERSEA Manager is also directly responsible of ensuring the program complies with ERSEA-related Head Start Performance Standards, Oregon Prenatal to Kindergarten, and Oregon Child Care Licensing Division, with a goal of attaining and maintaining full enrollment through the program year.

ESSENTIAL JOB DUTIES

I.

INFORMATION SYSTEMS, SUPPORT, TRAINING AND REPORTING A.

Create and maintain record-keeping and reporting policies for waitlist, enrollment, attendance, timelines, schedules and procedures in accordance with designated federal program requirements. B. Provide clear and consistent training to staff on ERSEA policies and procedures and applicable state regulations. C. Develop systems for clear data collection and assessment related to all areas of

ERSEA. D.

Evaluate staff training needs and coordinate appropriate training on

ERSEA. E.

Define problems, collect data, establish facts, and draw conclusions. F. Collect, analyze and synthesize data and develop recommendations. G. Identify areas of needed improvement and implement necessary corrections. H. Track monitoring data and prepare complex reports using data management systems. I. Prepare a variety of letters, emails, reports, documents and procedures as required/requested. J. Provide training, support, and feedback to program staff regarding the ERSEA Policies and Procedures, including the completion of eligibility applications and the family eligibility process. K. Auditing all eligibility documentation for accuracy and completeness in database(s); provide feedback and training to staff when necessary. L. Assign children to classroom/caseload for completion of the enrollment process using the assigned database. M. Complete ongoing monitoring and reporting of ERSEA data: wait list, acceptance dates, entry dates, attendance data and drops and verifying income. N. Complete all required documentation program data bases and in accordance with program protocols.

II. ADMINISTRATION A.

Ensure full program enrollment and maintenance of a sufficient wait list. B. Maintain enrollment forms and ensure information is current, accurate, and distributed to all necessary staff to meet program requirements. C. Determine and plan effective recruitment strategies and activities. D. Read, interpret and apply federal and state regulations and policies and procedures. E. Establish and maintain cooperative working relationships with staff, families and community agencies. F. Recognize and maintain confidentiality of information in compliance with agency regulations. G. Timely processing of all enrollment contacts and inquiries including completing and assigning eligibility applications for completion. H. Establish and maintain a collaborative working relationship with all community partners and serve as an advocate for children and their families. I. Attend assigned meetings. J. Hold regular meetings with the ERSEA department. K. Attend upon request all staff and other appropriate meetings, training and conferences, some of which may necessitate out-of-county travel and evening/overnight attendance. L. Participate in the annual revision of the Program Planning, Policies and Procedures, Community Assessment and Self-Assessment.

III. ERSEA MONITORING A.

Develop, implement, manage, and monitor policies, procedures and systems in partnership with other departments related to eligibility, recruitment, selection, enrollment, and attendance of children to comply with state and federal regulations and to ensure the program reaches and maintains full enrollment at the beginning to end of each program year. B. Monitor the verification of income and eligibility qualifications of children and families. C. Ensure applications are complete and data is entered accurately and timely into the database(s). D. Ensure ongoing monitoring, tracking, follow-up, and analysis of enrollment data, and produce regular reports for management meetings, Board and Policy Council. E. Continually monitor over-income and disability percentages to ensure the program is meeting Performance Standard expectations. F. Monitor and evaluate delivery of services and program compliance. G. Verify all eligibility documentation and approve applications using the program's Selection Criteria. H. Develop and maintain a system for tracking the distribution and timely completion of eligibilities according to the ERSEA procedures and timelines.

IV. INTERACTION WITH CHILDREN, PARENTS, AND CO-WORKERS A.

Must relate in a positive, nurturing way, both verbally and physically, and be sensitive to the needs of children, parents and co-workers. B. Must use quick, safe reactions and responses in dealing with children or situations that involve children.

V. WORK ENVIRONMENT AND SAFETY A.

Maintain a safe and pleasant work environment; B. Follow safety regulations, policies, and procedures; C. Actively contribute towards promoting a safe workplace and environment.

VI. OTHER DUTIES

May be assigned other related duties as appropriate and within the scope of general responsibilities for this position. However, this job description in no way states or implies that these are the only duties that may need to be performed by the employee fulfilling this position. This job description describes the general nature and level of work, but is not intended to be an exhaustive list of all responsibilities and duties which may be required.

JOB SPECIFICATIONS

Education:

Bachelor's Degree in non-profit administration, education, social work, family studies, human services, project management or a related field and a minimum of three (3) years of Head Start or similar experience required.

Certification or Accreditation:

None Experience:

Head Start/Early Head Start experience and knowledge of Head Start/Early Head Start Performance Standards preferred. A minimum of three (3) years of supervisory or leadership experience in early childhood, non-profit or social service setting preferred. Experience developing, implementing, and managing systems, procedures, policies, databases, and other professional documents.

Essential Skills:

Communicate clearly, concisely, and professionally, both verbally and in writing. Work independently and collaboratively to define and set priorities. Proficient in computer software programs, including but not limited to Microsoft Word, Excel, Outlook, PowerPoint, and other data management programs. Ability to read, write, and communicate effectively in English to understand and follow procedures, ensure safety, and complete required documentation related to the position.

Essential Mental Abilities:

Ability to multitask; exercise good judgment, be flexible, organize and prioritize. Ability to work as a team member and to be self-directed. Ability to maintain confidential information. •Bilingual staff must possess sufficient English/Spanish language proficiency to facilitate translation of verbal and written data in all forms and ability to provide accurate translated information.

Essential Physical Requirements:

This position is classified as Administrative/Office‑Based. Ability to occasionally lift and carry up to 15 lbs. a distance of 15 feet. Ability to sit and/or stand for extended periods of time, up to 8 hours per day. Sufficient mobility, strength, and range of motion to occasionally stand, stoop, kneel or squat, reach, twist, and bend. Sufficient manual dexterity and hand‑eye coordination to perform job duties, including fine motor activities. Sufficient vision and hearing to perform job duties in an office or program setting. Exposure to

Hazards:

Repetitive motion tasks; sitting for long periods of time; unpredictable public behavior/interactions; work with personal computer and other office equipment; driving and riding in motor vehicles.

Working Conditions :

Indoor office, occasional local and out of town travel.

EMPLOYMENT CONTINGENT UPON

Pre-employment health screening as required by Agency and position (may include, but is not limited to: drug screening, occupational health screening and/or functional testing) Central Background Registry enrollment Valid Oregon Driver License Proof of current personal automobile insurance in accordance with agency policy Three (3) years DMV court print driving record Approval to drive from Agency insurance carrier - requires at least 21 years of age

REPORTS TO

Head Start Director 0-5