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Form of workJob Description
POSITION SUMMARY:
These general functions will be carried out in keeping with the Goals, Mission and Policies of the YMCA of the East Bay. Under the supervision of the ERSEA Manager, the ERSEA Specialist will manage the ECI Enrollment, Recruitment, Selection, Eligibility and Attendance (ERSEA) functions ensuring that the agency complies with all regulations per the Head Start/Early Head Start Performance Standards, the California Department of Education Funding Terms and Conditions, General Childcare regulations and fee-based requirements.
ESSENTIAL FUNCTIONS:
1. Provide input, recommendations and solutions to develop and strengthen the agency’s ERSEA systems, policies and procedures. Evaluate, update and monitor related systems and selection criteria, per national, state and regional statutory criteria.
2. Maintain current knowledge and interpret applicable rules, regulations, policies, procedures, contracts, state and federal laws, codes and regulations.
3. In coordination with the ERSEA Manager, oversee processing applications for accuracy and timeliness and confirm eligibility for new and participating families.
4. Review and audit all ERSEA paperwork for accuracy and completeness, including Early/Head Start and CDE applications and enrollment files done by staff. Provide guidance, direction and input into performance management.
5. Maintain and monitor the attendance tracking system for both direct operated and partner sites and report findings. Propose strategies to correct identified problems.
6. Prepare and distribute timely reports and tracking regarding ERSEA updates. Monitor to ensure compliance related to funded enrollment, slot tracking, and attendance.
7. In coordination with the Database Analyst, maintain systems, database, files, etc., ensuring security of all ERSEA data. Ensure the ERSEA unit maintains records and data in a confidential manner.
8. Organize and attend outreach events to recruit and engage families and children within the community. Develop community partnerships by attending YMCA events, encouraging engagement of staff and community members and providing high-level service to members and participants.
9. Assist in the annual Self-Assessment, as well as internal and external ERSEA audits.
10. Provide administrative support for all ERSEA related activities.
11. Conduct on-going quality assessment of service provision and progress towards meeting programmatic goals and report monitoring results.
12. Design and deliver training to staff, community partners and parents on database documentation, eligibility and topics related to ERSEA regulations, policies and procedures. Develop and provide training to staff of community early education partners to comply with HS/EHS and CDE ERSEA requirements.
13. Assist in mediating any issues between families around enrollment, CDE and attendance.
14. Answer all questions from PA, FAs and CDs around eligibility, enrollment, CDE and databases.
15. Special projects and other duties as assigned.
MEASURE OF EFFECTIVENESS
This position has a primary impact on the YMCA's internal business and administrativefunctions. Therefore, the effectiveness of the fulfillment of this position should be measured by:
1. All business support functions are highly effective, lean, compliant and continually improving;
2. Staff and volunteers will be recruited/hired, supervised, developed and evaluated;
3. A comprehensive database is built and maintained;
4. Communications related to ERSEA will be accurate and timely;
5. Positive relationships will be developed with internal and external customers.
WORK ENVIRONMENT & PHYSICAL DEMANDS:
· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach and must be able to move around the work environment
· The employee must occasionally lift and/or move up to 10 pounds
· Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
LEADERSHIP COMPETENCIES:
· Program/Project Management
· Inclusion
· Developing Self and Others
· Critical thinking and Decision Making
· Communication and Influence
· Functional Expertise
QUALIFICATIONS:
- Preferably a BA or BS in Administration, Early Childhood Education, Child Development, Social Services or a closely related field
- Two years of administrative or customer service management, preferably with low-income, diverse populations and/or state subsidized program
- Knowledge of CDE Title V regulations and Head Start performance standards.
- Experience in determining eligibility and certifying eligibility.
- Requires knowledge and experience in data collection and information processes and systems along with knowledge of childcare regulations and procedure compliance
- Advanced computer literacy including: database management, spreadsheet, word processing, standard business software, and social media platforms
- Excellent diagnostic and problem-solving skills
- Experience in training and training development for small and large groups
- Excellent oral and written communication skills
- Valid California Driver's License/proof of auto insurance/annual DMV check required
- Criminal record clearance and health requirements that include TB and immunizations
- Bilingual (Spanish/English) desired.
