Family Advocate, Head Start

Summary: Establishes and maintains a positive interactive relationship that provides support and understanding to and between families and classroom teams. Encourages and strengthens Parent, Family and Community Engagement for enrolled families. Supports and promotes School Readiness for children, families and communities.

Why Work for SMOC?

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

• Maintain working knowledge of SMOC Childcare and Head Start philosophy and all regulations and Head Start Performance Standards.
• Maintains working knowledge of program philosophy and federal performance standards.
• Maintains a scheduled office day every week with the sharing of the Office Expectations. No appointments can be made on office days without prior approval from the supervisor.
• Assists in making copies of all program packets, including but not limited to Applications, ASQ-SE, First FPA visit packets, Classroom Orientation Packets, and Classroom Initial Home Visit packets.
• Completes applications for families as assigned within the three-week deadline. Completes the application checklist and all supporting documentation, birth certificates, income, etc. Gives fully completed applications to the ERSEA Manager on time.
• Communicates with the ERSEA Manager on the status of applications.
• Contacts families within 24 hours of receiving an Application Request from the ERSEA Manager. After three days of no contact will send the Application Request with notes back to the ERSEA Manager.
• Attends and participates in all required training, staff meetings, and committee meetings.
• Maintains a weekly schedule and turns in the schedule every Friday by 5 PM for the following week to the Supervisor. Changes in the schedule need to be approved by the Supervisor 24 hours before.
• Communicate needs and/or concerns regarding children, families, and/or staff with supervisor and Center Directors.
• Communicates program and family information effectively, both verbally and in written documentation.
• Provides accurate and timely reports, record-keeping, and other required paperwork.
• Maintains accurate record for each child and family within assigned classrooms.
• Maintains professional work habits, including attendance and punctuality.
• Participates in the implementation of the recruitment plan, including applications and recertification paperwork.
• Participates in assigned classroom orientation.
• Assists Classroom Teachers in Home Visits, Conferences, and ESI’s for translating when necessary.
• Shares Intake Phone Line coverage with other Advocates on a rotating basis.
• Initiates matters that benefit agency operations (additional projects, committees).
• Meets regularly with the classroom team to address child and family issues.
• Attends all Center Staff meetings and assumes an active role in the classroom's Center Staff Meetings, including documentation and family goals.
• Coordinates, facilitates, and participates in all Parent Center Meetings and actively recruits parents to attend. Completes agenda, Parent Volunteer sheet, and collects handouts and places in Parent Center Meeting Book. Signs and Scans all Parent Volunteer sheets to the ERSEA Manager and Compliance Manager after each meeting.
• Recruit parent volunteers as classroom representatives on the Policy Council.
• Attends and translates for Policy Council, shared with other advocates on a rotating schedule.
• Visits and participates each assigned classroom for a minimum of one hour on a weekly basis to share information with education staff. Sign in and document the classroom visit on the Visitor Sign In and Out sheet.
• Cover in classrooms for feedback meetings and when necessary to keep the classroom open to children and families.
• Maintains consistent contact with families to create positive, supportive relationships between family and program.
• Offers crisis intervention, including referrals, to all assigned families as needed.
• Visits each assigned caseload family a minimum of three (3) times during the school year to complete and update individualized Family Partnership Agreements (FPA) and create goals with the families. Families and Advocates will sign confirmation of visit for all FPA’s that will include date, time, location, and whom was present. This will be turned in to the Supervisor by the FPA deadlines for completion.
• First Visit with the families will happen within 45 days of the child’s enrollment in the program. ASQ SE will be completed during this initial visit and turned into Supervisor.
• All ASQ SE will be filled out completely and scored before being submitted to the supervisor.
• Works with individual families to identify strengths and areas needing assistance as part of the FPA process. · Connects with follow-up phone calls bi-weekly, ensuring contact with the agency and opportunity to update on progress with FPA goals. All Communication and updates on Goals will be put into the Child Plus Data program by the 30th of each month.
• Input family Assessment, Goals, and Referrals into Child Plus (computer data program) by the dates listed on the Family Advocate Timeline.
• Provide a copy of the Community Resource Book to all assigned families, highlighting services specific to the needs of the individual family.
• Provide all families with Education Materials throughout the year and at every FPA completion.
• Promote parent and Community Engagement by informing families of all program and community activities and opportunities available. (Policy Council, Parent Cafes, Parent Trainings, etc.).
• Works effectively as a member of a team and interacts with others in a helpful and courteous manner.
• Engage all clients by understanding and addressing their needs, whether within or outside the scope of work.
• Attend and participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
• Maintain confidentiality of client, employee, and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency, and/or funder requirements, as well as SMOC policies & procedures.
• Responsible for entering, maintaining, and updating family services information in ChildPlus in a timely and accurate manner. Ensures all required documentation, case notes, referrals, family partnership agreements, and follow-up activities are entered into the system according to program timelines and Head Start Performance Standards. Reviews records regularly for completeness and works collaboratively with program staff to maintain accurate participant data.
• If applicable, support classroom teachers in translating when needed for families and children during conferences, meetings, and ESI assessments.
• Completion of both in-person and online Mandated Reporter Training.
• Other duties as assigned.

Knowledge and Skill Requirements:

• Related Certification, Associates degree, or higher preferred
• Relevant experience preferred
• Valid driver’s license, reliable transportation and ability to meet insurance standards.
• Multilingual candidates are encouraged to apply.

Organizational Relationship:

• Directly reports to Family Services Manager
• Indirectly reports to none
• Direct reports of this position are none
• Indirect reports of this position are none

Physical Requirement:

• Physical exam by physician every two years
• Two MMR Vaccinations or TITER
• First Aid Certification
• Child CPR Certification
• Ability to drive

Working Conditions: As part of the responsibilities of this position, the Family Advocate will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.