Head Start Background and Licensing Manager

Scmcaa; Winona (MN); On-site; USD 48,000 - 72,000; Full time

Job summary

Scmcaa in Minnesota seeks a Head Start Background and Licensing Manager to support the Program Director with administrative, licensing, and compliance tasks. This role ensures accurate records, supports scheduling, and maintains filing systems and vendor payments.

You will supervise office staff, oversee background checks, licensing renewals, and fiscal processes, and help prepare reports for monitors and auditors. Strong organizational and data management skills are essential.

Qualifications

• Proven experience as Program Assistant or relevant position.
• Knowledge of program and agency management practices, policies and regulations.
• Good understanding of program and agency software, computer programs and databases.
• Ability to perform business mathematical calculations.
• AA degree or relevant experience.
• Ability to handle sensitive agency information in a confidential manner.
• Medical exams and TB assessment within specified timelines.
• Background checks and drug screening requirements.

Responsibilities

• Support Program Director in planning, organizing and implementing programs and policies.
• Assist in scheduling projects for managers, supervisors, center staff, maintenance staff, etc.
• Facilitate timely completion of programs by encouraging adherence to schedules and deadlines.
• Assist in tracking, logging and reporting program/client information for funding sources.
• Prepare relevant paperwork and maintain updated files and electronic records.

Skills

Program management

Regulatory compliance

Documentation

Data entry

Confidential information handling

Education

AA degree

Tools

GoEngage.app

Microsoft Office

Job description

POSITION DESCRIPTION

JOB TITLE

Head Start Background and Licensing Manager

SALARY RANGE

11

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: