HS Administrative Operations Coordinator

Head Start Program Administrative Support

This position provides administrative support, coordination of Head Start services and management of eligibility services for the Head Start Program. Support to the Director of Head Start and Education Services: This position serves as the primary support to the Director of Head Start and Education Service and the Head Start program. This position also supervises and manages the Intake Specialist position which is responsible for all eligibility processes of Head Start applicants. Communicates with Director to assure that necessary administrative systems are in place for effective program functions in adherence to Head Start program standards.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

Provide administrative support to Director of Head Start and Education Services. Prepare an annual calendar, program calendars, schedule meetings, prepare and distribute agendas and minutes for all Policy Council and Admin. Head Start meetings, reserve rooms and purchase or order any food or beverages needed. Prepare reports, documents, and charts as needed.

Coordinate Policy Council Activities:

Responsibilities include:

Prepare a preliminary agenda and meeting minutes.

Prepare and mail letters of invitation, minutes and supplemental materials to Policy Council members.

Submit purchase order and process requests for mileage & childcare reimbursement. Balance account balances before returning remaining cash and receipts to Fiscal department.

Coordinate completion of a monthly report including the current status of all program areas.

Prepare an annual calendar for the Policy Council meetings and coordinate with the Director of Head Start and Education Services the completion of the Policy Council training Manuals.

Assist Director of Head Start and Education Services with the completion of grants to secure funding for the Head Start program. Grant Management: responsible for Board actions and signature pages Maintain a schedule and approval dates for Head Start policies and procedures from Governing Body and Policy Council Coordinate with the Director of Education Services the completion and submission of federal and state and local reports including, but not limited to:

Program Self-Assessment

Annual Program Report

Community Assessment Report

Head Start Federal Reports State of Minnesota Reports Pathways II Reports Semi-Annual Reports

Research current state and county demographic data relevant to Head Start program. Prepare and/or update the Community Assessment as per schedule providing an annual update and a complete assessment every five years.

Prepare and maintain Pathway II Scholarship database, invoicing and contract balances

Coordinate and support the completion of necessary contracts including lunch catering for Head Start sites, building space for Head Start classrooms, and other contracts when required.

Code and submit invoices and credit card back-up for both Head Start and Early Head Start on a weekly basis. Follow payment submission timelines and keep the Director abreast of discrepancies or potential problems.

Balance Head Start credit card statement and secure back up materials.

Calculate actual expenses of Head Start centers to share with Director of Education Services.

Attend all required meetings and trainings.

Work 1 day out of the Chaska office each week and coordinate the Chaska office coverage calendar, including taking extra shifts if needed.

Track and order Johnson supplies in the Shakopee and Rosemount offices.

Place supply orders through Amazon, Staples, Lakeshore and Discount School supplies as needed for the program and for the Rosemount copy room.

Monitor incoming orders, move them from the front reception area, verify that all items have been received, and deliver them to the appropriate staff.

Support the front reception area and Head Start intake department as needed.

Support program recruitment efforts and attend some recruitment events throughout the year.

This role's primary duties are in the Rosemount and Chaska office from 8-4:30, but will be required to attend evening Policy Council meetings once a month and occasional events outside of typical work hours.

Other duties as assigned by Director of Head Start and Education Services.

Mission Driven Competencies:

Fostering Teamwork

Continuous Improvement

Communication

Building Collaborative Relationships

Customer Centered

Analytical Thinking

Use of Technology and information management

Minimum Qualifications:

Education, Training and Experience Guidelines

Two years post high school education with business background or equivalent combination of education and experience. Minimum of two (2) years of experience in office setting with demonstrated ability in office procedures.

Knowledge of:

Applicable state and Federal rules and regulations governing Head Start.

Professional standards for business correspondence, writing, spelling and grammar.

Business and personal computers, and spreadsheet software applications.

Customer service standards and protocols.

Principles of record keeping, records retention, records management, and file maintenance.

Skill in:

Researching, compiling, summarizing, preparing and maintaining informational and statistical data.

Planning, prioritizing and completing assignments with minimum supervision.

Researching, collecting, analyzing, and preparing data; and generating reports.

Answering questions, advising staff, and resolving problems.

Responding professionally, effectively and efficiently to customer service requests.

Establishing and maintaining effective working relationships with co-workers and clients.

Operating a personal computer utilizing specialized software and entering information into a computer system with speed and accuracy.

Communicating effectively verbally and in writing

License and Certification Requirements:

A valid Minnesota State Driver's License may be required.

Physical Demands and Working Environment:

Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. Mobility to drive a motor vehicle to attend meetings. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

Organizational Information:

FLSA Status: Exempt

Department: Head Start

Affirmative Action Policy: Scott, Carver, Dakota CAP Agency will not deny anyone the opportunities for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability or status with regard to public assistance.

The Scott Carver Dakota CAP Agency is an Equal Opportunity/Affirmative Action employer and is committed to building a culturally diverse workforce