Head Start Background and Licensing Manager

SCMCAA; Winona (MN); On-site; USD 42,000 - 56,000; Full time

Job summary

SCMCAA is seeking a Head Start Background and Licensing Manager to support the Program Director by handling administrative duties, program planning, and daily operations. This role oversees licensing, fingerprinting, and compliance while coordinating staff and records.

You will manage fiscal activities, prepare reports, and ensure timely submissions to funding sources, with a focus on accuracy, confidentiality, and meeting program deadlines in Minnesota.

Qualifications

• Proven experience in program support or similar role.
• Understanding of program and agency management practices, policies and regulations.
• Familiarity with software, databases and record-keeping systems.
• Ability to perform basic business calculations.
• AA degree or equivalent experience preferred.
• Ability to handle sensitive information confidentially.
• Must obtain initial medical exam and TB assessment within 30 days.
• Pass background screen and drug tests as required.

Responsibilities

• Support Program Director in planning, organizing and implementing programs and policies.
• Assist in scheduling projects for managers and staff.
• Track and report program/client information for funding sources.
• Prepare and maintain employee files and compliance paperwork.
• Oversee fingerprinting, background screens, and licensing compliance.
• Manage fiscal activities including requisitions, PO's, bids, and expenditures.
• Prepare required reports and drafts correspondence for monitors and auditors.

Skills

Program administration

Policy compliance

Records management

Communication skills

AA degree or equivalent experience

Background check readiness

Data management

Education

AA degree or equivalent experience

Tools

GoEngage.app

Job description

POSITION DESCRIPTION

JOB TITLE: SALARY RANGE: 11

Head Start Background and Licensing Manager

REPORTS DIRECTLY TO:

Head Start Program Director

SUPERVISES:

HS/EHS/EXP Office Assistant/Data Clerks

GENERAL DESCRIPTION:

Supports the Program Director by undertaking a variety of program-related administrative tasks. Program Assistants help in planning and organizing programs and carrying out daily operational duties.

SPECIFIC RESPONSIBILITIES:

1. Support Program Director in planning, organizing and implementing programs and policies. Records minutes at staff meetings and trainings, uploads into GoEngage.app for viewing.
   
2. Assist in scheduling projects for managers, supervisors, center staff, maintenance staff, etc.
   
3. Facilitate the timely completion of programs by encouraging adherence to schedules and deadlines.
   
4. Assist in tracking, logging and reporting program/client information required by funding sources.
   
5. Prepare relevant paperwork and keep updated files and electronic records. Ensures completion of employee packets, screenings, and notifies staff of employee change dates.
   
6. Oversight of fingerprint, background screen process for staff.
   
7. Oversight of licensing files and compliance with all licensing regulations.
   
8. Tracks Licensing, Fire and Sanitation compliance, ensures violations are corrected and ensures annual renews are submitted.
   
9. Train new Licensing Coordinators regarding files and requirements.
   
10. Oversight of all fiscal activities within Head Start, including requisitions, Purchase Orders, bids/quotes, and approval of all expenditures prior to purchase.
    
11. Ensure all agency fiscal policies are maintained and staff understand process.
    
12. Answers telephone, emails, takes messages, answers routine requests and routes caller to appropriate staff person. Places calls as requested.
    
13. Works with Managers and Supervisors to prepare and submit forms of payment for agency reimbursements.
    
14. Works with Managers and Supervisors to prepare for filing various forms as required, including follow-up information on program, employee requirements, licensing requirements, and any other required reporting.
    
15. Assists Program Director in preparing required reports.
    
16. Assists Program Director in drafting correspondence and written communications.
    
17. Provides appropriate files for the review of monitors and auditors as required.
    
18. Reviews files for accurateness and completeness and responsible for completion of any required follow-up.
    
19. Perform additional duties as assigned by supervisor.
    
20. Monitor office/data staff responsibilities and activities and addresses and deficiencies.
    
21. Ensures office/data staff are meeting job expectations.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Proven experience as Program Assistant or relevant position.
   
2. Working knowledge of program and agency management practices, policies and regulations.
   
3. Good understanding of program and agency software, computer programs and databases.
   
4. Ability to perform business mathematical calculations.
   
5. Applicant will possess a minimum of an AA degree or relevant experience.
   
6. Ability to handle sensitive agency information in a confidential manner.
   
7. Obtain initial medical exam and TB assessment within 30 days of employment. Complete a medical and TB assessment every five years following initial employment.
   
8. Pass background screen, child abuse/neglect screen, drug screen and be subject to random drug screens.

I accept the duties and responsibilities as outlined in this position description. This position is exempt from the overtime provisions of the Fair Labor Standards Act.

Signature of Employee: Date: