Family Services Supervisor

Description

Organization: Heartbeat Music & Performing Arts Academy (HBMPAA)
Department: Early Childhood Education (ECE)
Status: Full-Time, Exempt
Base

Location:

San Diego, California
Service Area: All HBMPAA sites in San Diego and Riverside Counties
Reports To: Divisional Director, ECE
Salary: $60,000 annually
Work Hours: 7:00 a.m.

- 3:30 p.m.

The Family Services Supervisor provides organization-wide supervision and coordination of family-services operations for Heartbeat Music & Performing Arts Academy's Early Childhood Education (ECE) division. Based in San Diego, this leadership role oversees Office Managers across all HBMPAA sites in San Diego and Riverside Counties. The Supervisor ensures the consistent, compliant implementation of family enrollment, eligibility determination, certification/recertification, family-file maintenance, parent communication, resource referral, and regulatory standards.

ESSENTIAL DUTIES & RESPONSIBILITIES
1. Multi-Site Supervision & Office Manager Oversight

• Directly oversee and support Office Managers managing family-services administration across San Diego and Riverside County sites.
• Establish standardized workflows, expectations, tracking systems, and documentation practices organization-wide.
• Provide continuous coaching, training, technical assistance, performance feedback, and corrective guidance to site administrative staff.
• Monitor performance regarding enrollment, file completeness, recertification, Notices of Action (NOAs), confidentiality, and strict regulatory deadlines.
• Conduct routine site visits and desk reviews to ensure adherence to HBMPAA policies and funding mandates.
• Onboard and train newly hired Office Managers and administrative personnel handling family eligibility or enrollment records.
• Escalate material compliance, staffing, or documentation concerns to the Divisional Director, ECE.

• Oversee intake, enrollment, and eligibility documentation for subsidized early learning and child care services across all assigned sites.
• Ensure accurate review of documentation establishing eligibility and need (e.g., income, employment, vocational/educational training, homelessness, or child protective services).
• Validate calculations for family size, adjusted monthly income, certified schedules, and family fees.
• Review complex or exception cases, offering technical direction prior to final processing.
• Sign or approve eligibility determinations strictly when formally designated as an authorized representative.
• Maintain division-wide tracking of certification periods to ensure timely recertification, parent notifications, and appointments.
• Coordinate service and schedule changes with site leadership while maintaining service continuity and compliance timelines.

• Establish organization-wide standards for complete, accurate, and audit-ready family data files.
• Conduct periodic audits of family files across all assigned sites.
• Ensure files contain all mandatory documentation, including applications, income calculations, NOAs, exceptional-needs notes, and emergency contacts.
• Maintain secure electronic and hard-copy records in compliance with agency standards, funding rules, and retention schedules.
• Protect confidential family information and grant authorized access strictly in accordance with law and agency policy.

• Oversee the preparation and issuance of required NOAs and written notices regarding certification, fee changes, or disenrollment.
• Review notices for accuracy, timeliness, clarity, and inclusion of proper appeal or hearing rights.
• Train and monitor Office Managers on clearly communicating program rules, family responsibilities, and deadlines.
• Resolve escalated parent inquiries and concerns regarding eligibility, fees, or family-services procedures.

• Oversee income documentation collection and family-fee assessments.
• Validate income-calculation practices across all sites and coordinate with fiscal staff to reconcile fee information and resolve discrepancies.
• Ensure families are thoroughly informed of their income-reporting responsibilities and reportable changes.

• Promote respectful, culturally responsive, family-centered service delivery across all locations.
• Equip site teams with up-to-date community resource guides and referral…