ERSEA Specialist

Job Description

Job Description

Description

The ERSEA (Eligibility, Recruitment, Selection, Enrollment and Attendance) Specialist is responsible for the complete and accurate collection, entry, reporting and maintenance of data, records and reports related to the application, eligibility, recruitment, selection, enrollment and attendance of children and families of the program.  

The ERSEA Specialist is responsible for promoting the mission of ABCD Head Start & Children’s Services; building an understanding of the program by communicating this mission to staff, families and the community. 

This position must comply with all federal, state and local laws, regulations, standards and policies, including those of the federal Administration for Children and Families (ACF), the Massachusetts Department of Early Education and Care (EEC), the Individuals with Disabilities Education Act (IDEA), Massachusetts Department of Elementary and Secondary Education (DESE), Massachusetts disability law (Chapter 766), Boston Family Engagement Network (BFEN) and ABCD, Inc. Head Start and Children’s Services policies and procedures. 

All ABCD Head Start/Early Head Start and Children’s Services personnel who are paid to care for, or work with, children are MANDATED BY LAW to report all suspected cases of child abuse and neglect to the Massachusetts Department of Children and Families (DCF), pursuant to Massachusetts General Laws Chapter 119 §§ 51A – 51G.  Any staff member who suspects child abuse or neglect of a child must inform his or her supervisor immediately.

The responsibilities of a particular position may support both Early Head Start and Head Start depending on the individual assignment. The specific corresponding funding allocation will be documented on the personnel payroll authorization or change of status form.

All communications are potentially sensitive and are subject to Head Start's policy on confidentiality.

ESSENTIAL DUTIES:

Recruitment and Selection (Up to 30%)

• Actively participate in creating and implementing program’s recruitment plan.
• Plan, facilitate and attend recruitment events in the community.
• Maintain connections with community agencies and regularly distribute program and recruitment information.
• Attend community events and activities to recruit new families.
• Participate in the program’s selection and placement meetings.
• Complete and follow up on intake referrals.

Enrollment and Eligibility (Up to 35%)

• Communicate and meet with potential families and provides information regarding program eligibility requirements.
• Collect, copy and process all documents received from families related to eligibility.
• Ensure income calculation and verification is accurate based on documents collected from the families.
• Oversee all activities related to the processing of applications:
• Schedule and meet with families to complete intake process.
• Accurately complete application with family.
• Collect all documentation from families in order to confirm eligibility and begin to process.
• Process complete application within 2 business days.
• Provide frequent in face-to-face, phone and written communication with families regarding application status.
• Input application and all communication with family, into database system used by the agency.
• Strive to achieve 100% program enrollment for all program options, supporting a minimum of 10% enrollment of children with disabilities.  
• Maintain an active waitlist.

Attendance and Participation (Up to 5%)

• Monitor, prepare and distribute report including monthly attendance analysis to ensure that attendance does not fall below 85%.
• Compare and reconcile attendance reports, reporting inconsistencies to Family Advocates and Family & Community Engagement Supervisor.

Utilize Information and Technical Systems (Up to 20%)

• Provide timely ERSEA, and all requested reports to facilitate meeting program reporting requirements.
• Maintain and monitor a comprehensive record keeping system through documents and through database system.
• Maintain statistical data as required by the ABCD Head Start administration and in accordance with federal and state regulations. 
• Perform detailed data entry work and data compilations to ensure the program’s timely preparation of reports.
• Provide assistance to program staff with information relative to ERSEA, community demographics and agency systems. Provide timely ERSEA monitoring reports and all requested reports to facilitate meeting program reporting requirements. 
• Ensure on-going monitoring, tracking, follow-up and analysis of enrollment data, and produce regular reports.

Additional Job Responsibilities (Up to 10%)

• Assist with administrative needs as requested. 
• Attend required meetings, trainings on and off site. 
• Perform other related duties as assigned from time to time.

JOB KNOWLEDGE, SKILLS & ABILITIES:

• Demonstrate a knowledge of and sensitivity to the educational and socioeconomic needs of the children and families served.
• Excellent written and verbal communication as well as interpersonal skills.
• Successful experience in working as a member of an interdisciplinary team.
• The skill to deal with sensitive family situations in a non-threatening and professional manner. 
• Ability to set and maintain professional boundaries with staff and families.
• Behave in a professional manner. 
• Keyboarding skills, computer literacy and familiarity with various applications such as database, word processing, e-mail and internet. 
• Engage in ongoing staff development to expand professional skills.
• Knowledge of neighborhoods served by programs and city-wide services relevant to the programs population. 
• Proven ability to keep accurate written records and documentation. 
• Possesses the ability to work with culturally diverse low-income population. 
• Attend and participate in community activities, training, and night meetings as needed. 
• Possess bilingual ability where appropriate.  Translates as necessary or when needed.
• Experience in providing support to an ethnically diverse staff.
• Maintain knowledge of all federal, state, city and program laws, regulations, standards and policies.

Physical Environmental Demands & Conditions

• Frequent significant decisions and problem solving abilities. 
• Ability to work as a team member collaborating with coworkers, parents and community resources. 
• Frequent traveling for home visits and off site trainings. 
• Regular kneeling, bending and sitting on the floor to attend to child's needs. 
• Lift and move infant to preschool age children.
• Lift items based on program administration needs.
• Must be able to work independently without intensive supervision. 
• Must be able to balance and prioritize work load and have strong time management skills.

Professionalism

• Engage in ongoing staff development to expand professional skills.
• Maintain professional boundaries in relationships with staff and families.
• Maintain confidentiality of child and family information at all times.

EDUCATION & EXPERIENCE:

ERSEA Specialist I: Up to 12 months of experience and a high school diploma or equivalent and 21 credits towards a relevant degree. 

ERSEA Specialist II: Up to 12 months of experience and AA/AS in Human Services or a related field. 

ERSEA Specialist III: Up to 12 months experience and a BA/BS in Human Services or a related field.