Head Start Office Manager

This position is responsible for the human resources activities of the program including personnel files, ensuring orientation and tracking of staff. Performs all duties as required by the Program Director and/or immediate supervisor and other duties as assigned relating to the administrative component including, policy and procedure updates, typing, word processing, faxing, acting as receptionist and other clerical duties.


DUTIES AND RESPONSIBILITIES OF THE POSITION

Duties of the position are described in major functional areas listed below. Additional duties may Be assigned.

HUMAN RESOURCES

• Sets up a system for establishing and maintaining a personnel file for every employee.
• Works with the Fiscal Manager to ensure that files are complete and up to date. Ensures that file include criminal record checks that are clear for all employees and regular volunteers.
• Assists with interviews by contacting interview team members, as requested, ensuring forms and space are available. Schedules appointments for job applicants, prepares interview packets and materials, etc., to support hiring supervisor.
• Responsible for new hire paperwork and ensuring that there is an orientation.
• Responsible for filing job jackets with posting/advertisement, applications and screening materials for all new positions filled.
• Responsible for setting up hiring files for hired employees.
• Keeps up to date staff checklist on all employees including name, job title, status (temporarily, part-time), date of hire, date of termination, required trainings, certifications, credentials, etc.
• Maintains health-related personnel information for each employee in a separate personnel file folder and in a separate drawer/cabinet than that holding the other personnel files.
• Determines, through communication with local unemployment office, the conditions under which employees on summer layoff may be eligible for unemployment compensation benefits. Provides necessary information on behalf of MERIDEN YMCA to support application for unemployment compensation benefits during summer layoff to the employee or local unemployment compensation office.
• Reviews and knows the agency employee recruitment and selection procedures to ensure consistence and compliance with EEO, legal hiring and internal policies and procedures.
• Uses the MERIDEN YMCA Hiring and Termination Manual.
• Stays up-to-date on federal, state and local regulations on labor laws, Fair Labor Standards Act, Americans with Disabilities, Family Medical Leave Act and other regulations pertaining to personnel.
• Coaches, counsels and arranges for training of employees (supervisory and non-supervisory), as appropriate, in implementation and management of Human Resources policies and procedures, such as leave policy, benefits, performance appraisal process, employee discipline, etc.
• Develops and provides regular orientation training to all new staff.
• Ensures that continuing education needs of staff are met by meeting periodically with all supervisory staff and reviewing employee needs.
• Evaluates and manages strategies and processes to attract and retain employees.
• Solicits parents and guardians of enrolled and past enrollees of Head Start for employment.
• Provides training and technical assistance and information to employees regarding interpretation of agency human resources and procedures.
• Serves as the lead and key point of contact for the agency criminal records check procedure program.

SECRETARIAL

• Develops procedures for and manages the receiving and distribution of incoming and out-going mail, overnight, shipping, faxes, etc.
• Develops and carries out procedures for general office systems, such as office building security, telephone system and messaging, in/out board, etc.
• Plans and oversees a system for maintenance of:
• Inventory records, insurance records, etc., along with the Program Director and/or immediate supervisor.
• Personnel Files for every employee and volunteers. Program files, to include reports, correspondence, newsletters, meeting minutes, training logs, safety logs, etc.
• Office machines, computers, fax, copy machines, and office furniture in collaboration with the Program Director and/or immediate supervisor.
• Office supplies.
• Program keys and key check-out system; including tracking, sign-out and return of keys n cooperation with the Program Director and/or immediate supervisor.
• Produces correspondence, reports, meeting minutes, agendas, etc.Provides word processing services and assistance on putting together a regular program newsletter.
• Supports Policy Council meetings, Health Services Advisory Committee and other committees in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports, and other information.
• Assists with meeting logistics, such as child care arrangements, snacks, room set-up, etc.
• Provides support for staff meetings, training and other events as needed and/or requested.
• Receives and processes accident reports and contacts the Program Director immediately upon receipt of such reports.
• Assists Program Director in all aspects of program administration, as required.
• Assists managers/specialist/coordinators/supervisors, etc., as necessary to support program operations.

Accounts Receivable

• Contacts parents to receive income verification for parent co-pay program.
• Determines parents' responsibility for parent co-pay fees according to program guidelines.
• Collects and receipts parent fees that are collected from Head Start families.
• Maintains an on-going record of all payments received and deposited funds.
• Completes all reports for School Readiness program and MERIDEN YMCA reporting procedures.

In-Kind

• Tallies monthly in-kind contributions and submits with primary source documentation to Fiscal on a monthly basis for tracking. Audits primary source documentation for in-kind to ensure compliance with federal regulations and reconciles where needed. Provides training and technical assistance to staff on what is acceptable.
• Reviews the weekly Financial Detail Transaction Reports and makes corrections with the Program Director weekly.
• Provides all information requested on a timely basis for the program audit. Participates in the MERIDEN YMCA audit as requested.

EXAMPLES OF GENERAL JOB DUTIES

• Understands, generates and documents in-kind and other allowable costs applied toward the non-federal share requirement.
• Attends all workshops and meetings as deemed necessary by the immediate supervisor.
• Attends all required staff and parent meetings and activities.
• Responsible for understanding Head Start Performance Standards and local child care licensing regulations.
• Expected to be knowledgeable of the regulations associated with prevention of occupational disease and injury, including the exercise of universal precautions and the prevention of contamination.
• Positively promotes Head Start in the community.
• Maintains strict confidentiality with respect to Head Start children, families and staff in accordance with established policies and procedures.
• Becomes thoroughly familiar with MERIDEN YMCA Employee Handbook, MERIDEN YMCA Head Start Operations Manual and all other MERIDEN YMCA handbooks, manuals and resources and adheres to them.
• THIS POSITION WILL BE CROSS-TRAINED TO FILL-IN FOR THE FOLLOWING SPECIFIC
• DUTIES WHICH ARE ASSIGNED AS PRIMARY SPECIFIC DUTIES TO ANOTHER JOB
• TITLE
• Payroll
• Ensures all timesheets are received every two weeks.
• Ensures each timesheet has the appropriate signatures.
• Completes follow-up on timesheets missing information, inaccurate calculations or missing signatures.
• Checks addition on timesheets.
• Ensures that overtime calculations are correct and have approval.
• Tracks leave balances to ensure that staff requesting paid leave have available hours before submitting timesheets to Fiscal. Corrects any errors and has employee initial any changes made.
• Distributes payroll checks every two weeks after double-checking the spreadsheet to ensure that correct amounts are paid and that all employees have received a check, as appropriate. Has employees sign for checks and maintains a check distribution log.

PERFORMS OTHER DUTIES AS ASSIGNED

SUPERVISION EXERCISED

Immediate supervision means those employees the position assigns, directs and evaluates.


Position supervised: Program Director

• Provides content area supervision, training and technical assistance to all agency staff.

• PERSONAL CONTACT

Major internal and external contacts

Internal External

See Organizational Chart Vendors/Suppliers- as needed

MERIDEN YMCA Healthcare provider - as

needed

Worker's Comp insurance provider - as needed

E. DECISIONS AND COMMITMENTS

This section will describe the kinds and impact of decisions and commitments; the effects, influence and significance of these decisions; the consequence of error and the limitation of the finality of decision-making.

Decisions and commitments involving the fiscal operations are very important and affect the educational program and continued funding of the program. Following the guidelines and the regulations of the program are of the utmost importance to ensuring accountability for federal funds.

Supervisor decisions regarding staff are important to ensure compliance with the agency Personnel Policies and Procedures, to ensure good management, and protect the employee rights.


F. SUPERVISION RECEIVED

The job description and the content area work plan serve as a guideline. Assistance is received from other agency staff as needed. Outside assistance can be received from other related resources. Head Start effectively uses the teamwork approach. All content areas are interwoven so as to better assist and support families. The immediate supervisor is responsible for appraisals of this position.

G. KNOWLEDGE AND ABILITIES

Knowledge: Familiar with Head Start philosophy, goals and applicable fiscal and grants management regulations. Hands on experience in purchasing, payroll, basic accounting and coding procedures, and preparation of Excel spreadsheets required. Use of e-mail to transmit payroll and other data. Knowledge of local area's resources, languages and customs helpful.

Abilities: Ability to handle multiple tasks and to work with outside agencies. Ability to accurately enter and transmit payroll information within established timelines. Ability to
communicate effectively both verbally and in writing and to work well with others in a team environment. Ability to represent Head Start positively to the community and with parents and families at all times. Ability to learn and manage human resources and inventory systems.

LANGUAGE SKILLS

• Ability to communicate ideas and instructions orally and in writing.
• Ability to speak, read and write English well enough to understand and be understood by others.
• Ability to write reports and business correspondence.
• Ability to read, analyze, and interpret general business journals and technical procedures.

• Ability to speak before groups of individuals.
• Some Bilingual fluency helpful (English/Spanish or English and other languages present in the local area).
• MATHEMATICAL SKILLS
• Ability to calculate figures and amounts such as discounts, percentages and overtime.
• Ability to produce and interpret graphs, charts, spreadsheets and other mathematical reports.

REASONING SKILLS

• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of instructions.
• Ability to summarize conclusions and instructions, then make recommendations and develop implementation strategies.
• Ability to maintain strict confidentiality at all times, including the ability to recognize situations in which confidentiality is required.

OTHER SKILLS AND ABILITIES

• Ability to exhibit patience and tact when communicating with parents, staff, management, vendors and the public.
• Ability to project professionalism in conducting daily activities.

EDUCATION AND EXPERIENCE

Minimum requirements are a high school diploma or GED with some relevant experience in purchasing, accounts payable, payroll, human resources and secretarial functions. AA degree or higher preferred. The individual must possess a sound working knowledge of Microsoft Excel. The position must have the ability to manage numerous tasks, possess good organizational skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment.

If applicable federal, state or local Head Start or child care regulations, now or as amended in the future, contain additional requirements or qualifications for this position which are not specifically stated in this Job Description, the requirements and qualifications will apply, even if not specifically set forth in this Job Description.

Bilingual preferred (English/Spanish or English and other languages present in the local area).


Acceptable tuberculosis screening results, a clear criminal records check (including child abuse registry check if required by state regulations) and an initial health exam are required post job offer and prior to employment. To drive agency vehicles (if applicable), must have a valid driver's license and be insurable by the MERIDEN YMCA insurance carrier and have a Motor Vehicle Record acceptable to MERIDEN YMCA. Current and former Head Start parents will receive preference for employment vacancies for which they are qualified.

1. PHYSICAL DEMANDS AND WORKING CONDITIONS

• Occasional need to lift typical office items, including small furniture, some equipment, boxes, etc.
• May be required to lift up to 20 pounds.
• Some exposure to communicable diseases.
• Travel by car, bus, airplane or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of state and in some cases where some overnight travel may be required.
• Noise level in work environment may be moderate to loud.
• Must be available, as requested, for a variety of evening and weekend meetings as well as social and community events.
• The requirements of your Job Description are important in providing services to children and families, and for keeping you, children and co-workers safe during the work day. If you are unable to perform any of the functions required in your job description due to a disability, you are invited to direct any requests for accommodation to the Program Director.