21st CCLC ACE Program Manager

21st CCLC ACE Program ManagerPrimary Purpose: Coordinate one or more assigned ACE programs for the district as the 21st CCLC ACE Program Manager. Oversee assigned areas of responsibility and ensure legally sound and effective management programs, policies, and practices. The position is under the supervision of the 21st CCLC Director. This position supports the 21st CCLC program by assisting in all administrative and organizational tasks necessary for coordination, smooth operation, and effective time management. Responsible for the daily coordination of the program at the direction of the supervisor. Ability to communicate effectively with stakeholders, prioritize and organize tasks, and work independently and as a team. The candidate must enjoy working with people, have a positive attitude, a strong work ethic, and work well in a team environment. This position is highly visible and requires the presence of an appropriate professional image while maintaining a high degree of confidentiality. Ability to adapt quickly to any new computer software, process, or procedure.QualificationsEducation/Certification: Minimum of 40 college creditsPreferred Associate's degree or equivalent; or any combination of training, education, and experience that would provide the required knowledge, skills, and abilities.Special Knowledge/SkillsKnowledge of the administration of assigned programs and applicable lawsAbility to implement policy and proceduresAbility to use software to develop spreadsheets, perform data analysis, and do word processingStrong organizational, communication, and interpersonal skillsAbility to effectively present information to one-on-one and to small and large groups of employeesExcellent public relations, organizational, communication, and interpersonal skillsAbility to meet established deadlinesExperience2 years of experience in program management administration, public school administration, or related field1 year supervisory experience (required)Major Responsibilities and DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. The position is grant-funded at will and based on program needs.ACE Program ManagementAssist in developing and implementing personnel policies and procedures in the assigned area.Coordinate the day-to-day operations of staffing.Oversee management and maintenance of hiring, onboarding, and interviewing platforms.Oversee management and maintenance of job descriptions.Oversee management, scheduling, and registration of recruiting activities to include job fairs.Assist in ensuring district compliance with federal and state laws and regulations.EmploymentMaintain a schedule of appointments for the 21st CCLC program.Assist with managing a system for new employees to acquire the appropriate information, support, and training necessary for success on the job.Prepare, distribute, receive, and process employee and substitute applications.Schedule, organize, and present employee and substitute orientations.Assist with the preparation and distribution of employment contracts.Oversee management and maintenance of employee evaluations and evaluation data reporting in compliance with state and federal regulations.System ManagementOperate systems used by the program to provide data management and support.Provide training and support to staff to ensure correct usage.Maintain active and inactive employee lists for the program.Payroll and AccountingPrepare and submit information required for processing substitute payroll, and work cooperatively with payroll and other department staff to ensure accuracy of leave reports, employee pay, substitute pay, degree verification, and experience/service record verification for pay purposes.Perform routine bookkeeping for the department and assist with the preparation of the department budget.Monitor and process personnel time records, including leave requests and reports.Provide budget support and maintain compliance with federal fund regulations.Maintain employee leave records, including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures.Employee RelationsAssist with identifying and responding to employee issues; work in collaboration with district leadership to ensure preemptive and effective employee communications.Assist department director with investigation, analysis, and decision-making process regarding personnel problems and/or other related policy issues.Support directors, officers, employees, and other government agencies on employment, record keeping, retirement, grievance, and other personnel matters and procedures.Assist with annual research regarding employee satisfaction, morale, and communications. Monitor employee retention and turnover through analysis of data and exit interviews. Coordinate effective districtwide employee recognition programs.Assist with employee handbook and personnel directory updates annually. Inform employees of personnel policies, procedures, and programs that affect them.Demonstrate use of appropriate and effective techniques to encourage strategic partnerships that will enhance employee relations.Prepare and deliver written and oral presentations.Records, Reports, and CorrespondenceSupport personnel records management and help ensure compliance with the state records management program.Prepare and distribute or post job vacancy announcements and advertisements.Prepare, maintain, and distribute employee handbooks as directed.Compile, maintain, and file all reports, records, and other documents as required, including maintaining a database of certification and licensing information for certified or licensed professionals, paraprofessionals, instructional aides, and auxiliary employees.Prepare correspondence, forms, and reports according to district standards and requirements.Community Relations & PartnershipsArticulate the district's mission, vision, and strategic plan to the various school partners in order to solicit their support and partnership in realizing the program's goals.Demonstrate awareness of staff needs and initiate activities to meet those needs.OtherStay abreast of current research and best practices in education and out-of-school time programs and management, and adjust plans, policies, and procedures accordingly.Ensure compliance with local, state, and federal employment laws. Stay abreast of state and federal public policy changes that could impact the district.Attend meetings regularly and assist in the preparation of information reports.Participate in professional development activities to maintain current knowledge of rules, regulations, and practices in talent acquisition and management of employees.Maintain confidentiality.Perform other duties as required by the supervisor.Follow district safety protocols and emergency procedures.Must be present regularly in person.Supervisory ResponsibilitiesSupervise, direct, and evaluate assigned department employees and substitutes.Working ConditionsTools/Equipment Used: Standard office equipment, including a personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions, including frequent keyboarding and use of the mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; frequent district-wide travel; occasional statewide travel and out-of-state travel. Occasional evenings and weekends to support the program.Mental Demands: Work with frequent interruptions, maintain emotional control under stress