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: