Operations Manager

Position Title: Operations Manager

Departmental Supervisor: Executive Manager

Titles of Departments Supervised: N/A

Compensation Range: DOE

The primary responsibility of this position is to ensure operational effectiveness by providing administrative and fiscal support to the Executive Manager. The Operations Manager will be responsible for data entry, fiscal management including accounts payable and purchasing activities, travel arrangements, setting up monitoring systems, program reporting and assisting the Executive Manager with planning and monitoring programs. This position will also monitor inventory and order equipment and supplies as necessary.

• Works with Executive Manager to maintain workflow; directing assignments to appropriate individuals and following up as necessary.
• Set up and maintain operational tracking data, including background checks, required staff training, and performance evaluations.
• Assist content area coordinators with data reports and Child Plus data entry, including maintenance of personnel data.
• Assists Executive Manager in developing, maintaining, and monitoring annual budgets and modifications.
• Monitors ECLC expenses, comparing to actuals posted in Abila. Work with Finance department to correct any discrepancies.
• Completes budget modifications as needed.
• Be familiar with account codes and accurately code all expenditures for payment.
• Responsible for all travel arrangements, accounts payable, and purchasing activities for the ECLC.
• Facilitates completion of program reports for all funding agencies of ECLC programs.
• Maintains and orders office supplies and equipment.
• Maintains program-wide inventory and tracking system.
• Assists Executive Manager with grant writing and preparation of reports, as needed.
• Creates and maintains filing system for all financial records.
• Assists with the completion of ECOs as necessary.
• Ensures supply order requests are complete with justification before coding and submitting to Executive Manager for approval.
• Creates new and streamlines existing systems of operation and monitoring for ECLC programs.
• Assists Executive Manager with annual calendar; ensuring all program requirements are met by deadline.
• Assists with the development and implementation of annual EHS/HS training and technical assistance plan.
• Assists with the collection of internal and external data for annual self-assessment and community assessment.
• Calculate and monitor non-federal contributions and administrative cost calculations and share progress with Executive Manager.
• Generate and distribute meeting minutes for All Staff, Task Force, and quarterly management retreats.
• Drafts ECLC policies and procedures for review and approval.
• Develops monitoring systems for all content areas to ensure compliance with state and federal regulations.
• Assist program with completion of interagency agreements.
• Coordinates completion of Annual Report, as required by the Office of Head Start.
• Uses a variety of computer software programs to create data analysis systems, graphics, etc. that assist in the development of grant and project proposals.
• Coordinates and initiates activities designed to achieve program goals/objectives.
• Operates and maintains office equipment including computers, printers, fax and copy machines.
• Assists with data collection for wage comparability study.
• Assists with completion and routing of employee contracts.
• Assists with employee interviews, follow-up letters, and hiring process.
• Assists with organization of Policy Council elections and preparation of meetings.

• Provides all children enrolled in the ECLC with a safe, nurturing, engaging, enjoyable and secure learning environment.
• Maintains professionalism through effective actions supportive of the ECLC philosophy.
• Cooperates as a member of a team with all ECLC staff, volunteers and parents.
• Maintains confidentiality of all program records and communication.
• Attends training sessions locally and out of town, as well as all ECLC staff meetings and required functions.
• Abides by all ECLC and Tribal policies and procedures.
• Willing to take direction and learn new skills.
• Be willing to work a flexible schedule, including some evening hours and occasionally weekend hours.
• Performs other duties as assigned to meet the Head Start Performance Standards and to promote the efficiency and effectiveness of the ECLC.
• Maintains current CPR/First Aid certification.
• Communicates effectively with others, including giving and receiving feedback on the quality of services.
• Assist with the recruitment of families for the ECLC and promote parent involvement in all aspects of the program.
• Interacts, establishes, maintains, and coordinates ECLC program activities and planning in varying degrees with various resources in order to better serve the needs of ECLC families.
• Other duties as assigned to promote the efficiency and effectiveness of the ECLC.
• Must pass extensive background check prior to employment and every 5th consecutive year of employment thereafter…