HS Administrative Operations Coordinator

Head Start Program Administrative Support

This position provides administrative support, coordination of Head Start services and management of eligibility services for the Head Start Program. Support to the Director of Head Start and Education Services:
This position serves as the primary support to the Director of Head Start and Education Service and the Head Start program. This position also supervises and manages the Intake Specialist position which is responsible for all eligibility processes of Head Start applicants. Communicates with Director to assure that necessary administrative systems are in place for effective program functions in adherence to Head Start program standards.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours.

Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

· Provide administrative support to Director of Head Start and Education Services. Prepare an annual calendar, program calendars, schedule meetings, prepare and distribute agendas and minutes for all Policy Council and Admin. Head Start meetings, reserve rooms and purchase or order any food or beverages needed. Prepare reports, documents, and charts as needed.

· Coordinate Policy Council

Activities:

Responsibilities include:

· Prepare a preliminary agenda and meeting minutes.

· Prepare and mail letters of invitation, minutes and supplemental materials to Policy Council members.

· Submit purchase order and process requests for mileage & childcare reimbursement. Balance account balances before returning remaining cash and receipts to Fiscal department.

· Coordinate completion of a monthly report including the current status of all program areas.

· Prepare an annual calendar for the Policy Council meetings and coordinate with the Director of Head Start and Education Services the completion of the Policy Council training Manuals.

· Assist Director of Head Start and Education Services with the completion of grants to secure funding for the Head Start program. Grant Management: responsible for Board actions and signature pages
· Maintain a schedule and approval dates for Head Start policies and procedures from Governing Body and Policy Council
· Coordinate with the Director of Education Services the completion and submission of federal and state and local reports including, but not limited to:

· Program Self-Assessment

· Annual Program Report

· Community Assessment Report

· Head Start Federal Reports
· State of Minnesota Reports
· Pathways II Reports
· Semi-Annual Reports

· Research current state and county demographic data relevant to Head Start program. Prepare and/or update the Community Assessment as per schedule providing an annual update and a complete assessment every five years.

· Prepare and maintain Pathway II Scholarship database, invoicing and contract balances

· Coordinate and support the completion of necessary contracts including lunch catering for Head Start sites, building space for Head Start classrooms, and other contracts when required.

· Code and submit invoices and credit card back-up for both Head Start and Early Head Start on a weekly basis. Follow payment submission timelines and keep the Director abreast of discrepancies or potential problems.

· Balance Head Start credit card statement and secure back up materials.

· Calculate actual expenses of Head Start centers to share with Director of Education Services.

· Attend all required meetings and trainings.

· Work 1 day out of the Chaska office each week and coordinate the Chaska office coverage calendar, including taking extra shifts if needed.

· Track and order Johnson supplies in the Shakopee and Rosemount offices.

· Place supply orders…