Eligibility, Recruitment, and Engagement Specialist

Job Description

Job Description

Job Title: ERSEA & Family Engagement Specialist

FLSA Status: Exempt

Salary Grade: Grade 8

Supervisory Responsibilities: No

Reporting To: VP of Program Operations & COO

Creation Date: 10/2/2023

Policy Council Approval: 01/29/2024

Board of Directors Approval: 02/13/2024

POSITION SUMMARY

The Family Engagement and ERSEA Specialist manages and leads the family engagement initiatives of BCHS in partnership with other administrative staff, case managers and campus staff. This position assures compliance with all Head Start Performance Standards and supports campus efforts related to the effort to the enrollment, recruitment, selection, eligibility, and attendance of children.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Develops and analyzes the Community Assessment.

• Utilizes and shares the Community Assessment data to facilitate planning efforts to determine design options, recruitment efforts and enrollment guidelines for Head Start (HS), Early Head Start EHS), full day/year programs (FD) with input from administration and other content staff. Plans, prepares, and attends special recruitment events and/or activities.

• Design and deliver program-wide training to employees, parents and community partners on documentation and eligibility related to ERSEA regulations, policies and procedures.

• Evaluate, design and monitor systems to process enrollment applications, including determination of eligibility and selection criteria.
• Monitors application and eligibility systems, evaluates systems for ethnic and racial disparities and compliance, and adjusts and suggests system improvements when issues are identified.
• Ensure information, referral and coordinate efforts with Family Case Manager to link staff and families with appropriate resources.

• Oversees and audits the processing of applications and eligibility documentation for accuracy and timeliness.
• Prepare and distribute timely reports and tracking regarding ERSEA updates.

• Maintain systems, database, files, etc. ensuring security of data.
• Involved with strategic planning processes by utilizing the community assessment and internal data.
• Maintains enrollment and attendance record keeping and reporting systems, including service area plan, schedules, timelines policies and procedures in accordance with Head Start Performance Standards.
• Monitors program attendance and required documentation monthly in adherence to Head Start Performance Standards.
• Provides data for the annual Program Information Report (PIR).
• Assist and support Family Case Manager(s) to ensure that full enrollment is met and maintained throughout the year, ensuring children who leave the program are replaced within 30 days.
• Assist the Family Case Manager(s) in recruitment children to ensure that full enrollment is achieved and maintained throughout the program year which includes 10% disabilities mandate for assigned area by providing support, setting up recruitment events and recruitment initiatives for assigned area(s).
• Ensure that the Parenting Curriculum is implemented by providing training on the curriculum to families for assigned sites.
• Compile, develop, and ensure current community resource lists are available for parents and campus staff for assigned area Develop, Recruitment initiatives for assigned Family Case Manager(s) and document recruitment efforts.
• Assist in providing instruction and technical assistance for Family Case Manager(s) on the following but not limited to taking applications, recruitment, attendance, enrollment, performance standards, procedures, staff orientation and using ChildPlus.net.
• Support, assist or train teaching staff and support staff as assigned on use of Child Plus attendance app.
• Collect data in all areas of ERSEA, Family Services and Health for self-assessment.
• Participate in on-going training sessions and meetings to keep abreast of current OHS program policies.
• Monitor and enter attendance corrections for assigned sites if needed to ensure it is being entered daily, correctly and notes are entered and that all staff are striving to meet the 85% attendance goal.
• Review and assist with updating ERSEA/Family Service to ensure that they are accurate.
• Attend, conduct and enter documentation of placement meetings of Early Head Start Children to Head Start or other placements to ensure transitions are conducted according to procedure and in a timely manner.
• Submit reports and documentation of monitoring to VP of Program of Operations.
• Analyze training needs of Family Case Managers, recommend workshops, classes, and webinars, and provide training and technical assistance as needed.
• Attend and support campus level parent involvement events on a rotation basis to ensure they are effective and meeting the needs of families.
• Attend and support campus level staff with parent meetings by providing conducting meetings, providing resources, and program ideas to enhance parent leadership roles within the program and the community; order and distribute materials for program family literacy activities.
• Ensure the parent curriculum is implemented to fidelity for assigned site(s).
• Participate in and develop needed materials for the Parent, Family, and Community Engagement Framework Committee.

• Demonstrate knowledge of Brazoria County Head Start’s (BCHS) mission, goals, policies, and procedures.
• Demonstrate knowledge of Head Start’s Performance Standards, Early Learning Outcomes, and other regulatory requirements.
• Communicate and collaborate with staff to implement services that meet the needs of children and their families assigned to their respective campuses.
• Demonstrate on-going personal and professional growth and development to meet program and regulatory requirements.
• Must maintain confidentiality at all times.
• Attend and participate in staff meetings and training as scheduled.
• This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• This job description may be revised upon development of other duties and changes in responsibilities.

Knowledge, Skills & Abilities:

Essential traits for this position are as follows:

• Must be a self-starter.
• Must be able to communicate effectively with team members, management and families.
• Must be results oriented.
• Excellent interpersonal, verbal and written communication skills.
• Able to present to small and large groups of people.
• Must have superior organizational and time management skills with ability to organize and prioritize tasks daily.
• Must be able to work independently or on teams in a challenging work atmosphere.
• Must have an exceptional aptitude for attention to detail.
• Must be able to prioritize and balance multiple projects and deadlines in a fast-paced, deadline driven environment.
• Must be able to plan and complete tasks and assignments on-schedule with minimal supervision using appropriate judgment.
• Must be able to exercise appropriate judgment, discretion, maintain the confidentiality of all Brazoria County Head Start (BCHS) stakeholders.
• Must be able to contribute to building a positive team spirit; put success of team above own interests; support everyone's efforts to succeed.
• Must be able to show respect and sensitivity for cultural differences; promote a harassment-free environment.
• Must be able to treat people with respect and dignity; work with integrity and ethically uphold the Agency's mission and values.

QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Minimum Qualifications:

• Bachelor’s Degree or higher from an accredited university or college in Social Work, Social Science, Sociology, Psychology.
• Two (2) or more years’ experience working with low-income families.
• CPR/First Aid Certified
• Willingness to obtain any credentials, endorsements or licensures in Family Services, Health, Mental Health, and ERSEA.
• Minimum 18 Early Childhood hours preferred.

Physical Demands & Work Environment

Safety is one of our core company values. When necessary, employees may be required to wear personal protective equipment (PPE). The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physically capable to lift up to 40 pounds as needed throughout the day.
• Ability to drive a vehicle long and short distances.
• Prolonged periods of sitting at a desk and working on a computer.

The work environment is that which is typical of an office setting.

Other:

Must possess a valid Texas driver’s license and have access to a vehicle which is insured as required by the Texas Financial Responsibility Law.