ERSEA - Data Coordinator

Starting Wage Range: $29.76/hr. - $38.39/hr.

Job Summary:

Provides enrollment, recruitment, selection, eligibility and attendance (ERSEA) coordination for the Head Start, Early Head Start and Preschool programs in accordance with the Head Start Performance Standards, Child Care Development Fund and Oregon Early Learning Division. Responsible for maintaining program database and record keeping system. Monitors grant requirements and submits related reports.   

Essential Functions:

• Responsible for ERSEA component (Enrollment, recruitment, selection, eligibility and attendance).


• Completes annual self-assessment of the ERSEA Component.


• Gathers, compiles and analyzes yearly outcome data on the ERSEA Component. Uses outcome data for long term strategic planning and to create Program Improvement Plans.


• Presents ERSEA data to the Policy Council and staff.


• Responsible for the complete and accurate collection, entry, reporting and maintenance of data, records and reports related to the application, eligibility, recruitment, selection, enrollment and attendance of children and families of the program.


• Develops and coordinates work plans, policies and procedures to ensure that federal and state rules and regulations, including Head Start Performance Standards, are followed.


• Provides training and technical assistance to Head Start staff and parents on enrollment, recruitment and child file documentation requirements in a small group setting or one-on-one.


• Trains Policy Council and Governing Body annually on the selection process and criteria.


• Coordinates and oversees program database management system training for program staff.


• Facilitates and executes a timely application process and determines and certifies eligibility per Head Start and CCDF Regulations.


• Proposes revisions to the program’s selection criteria on a yearly basis based on the findings of the community assessment and Head Start Regulations.


• Implements and monitors recruitment and maintains full enrollment in Early Head Start/Head Start programs year round.


• Performs detailed data entry and advanced record keeping to assure timely preparation of required reports.


• Submits monthly, quarterly and annual grant reports to funding agencies.


• Coordinates and develops standard reporting templates and a reporting calendar for all report submissions to ensure timely and quality reporting.


• Tracks, analyzes and addresses attendance challenges; coordinates with families and staff to remove barriers.


• Identifies, initiates, coordinates and conducts home visits with families according to Head Start Program Performance Standards.


• Reports monthly enrollment and attendance to appropriate managers and Office of Head Start.


• Maintains confidential financial information of applicants and participants.


• Provides program family support as needed.


• Gathers and submits information for the Program Information Report (PIR)


• Assists in the conduct and analysis of the Community Assessment.


• Works closely with accounting department to keep tuition information current.


• Participates in regular training programs and conferences at least 20 hours per year.


• Participates in developing and implementing short-term program and department plans.


• Reports child abuse/neglect to proper authorities as required.


• Maintains current knowledge and skills necessary to comply with Head Start and Early Head Start regulations and requirements.


• Monitors and coordinates grant requirements for multiple state and federal funders.


• Performs a variety of other duties as assigned by supervisor.

Supervisory:

• Supervises the day-to-day activities of assigned employees.


• Develops and coaches employees to meet their potential and fulfill their responsibilities.


• Ensures the hiring, training, promoting, assigning, disciplining and discharging of employees are in accordance with Tribal Law, including without limitation, the Tribal Employment Rights Ordinance (TERO).


• Assures staff adherence to all policies and procedures, work, safety and administrative rule, Tribal Law and State Regulations.


• Serves as a mentor, as requested, for Tribal career development

Education, Experience, and Licenses:

• Requires a Bachelor’s degree and three (3) years of related experience in a lead capacity.


• Requires one (1) year of supervisory experience.


• OR equivalent combination of education, training and experience

Driving Requirements:

• This position may require driving.

Qualifications, Registrations, and Certifications:

• Familiar with Head Start Early Learning Outcomes, Parent, Family and Community Engagement Framework and Head Start Program Performance Standards.


• Requires ongoing registration in Oregon Registry Online (ORO) for tracking of professional development, credentials, and/or licensing requirements in the field of Early Childhood Care and Education.


• Demonstrated ability to build appropriate, helping relationships with adult learners, preschool-aged children, and families from diverse backgrounds.


• Recognizes, respects, and honors the cultural identities of others.


• Advanced computer literacy including database management, spreadsheet and word processing.


• Knowledge of Head Start Performance Standards, philosophy and mission.


• Experience providing instructional assistance to individuals and small groups required.


• Experience assisting, recruiting, and effectively working with low-income, culturally diverse families required.


• Must have working knowledge of Trauma Informed Practices


• Experience complying with industry regulations, policies and procedures required.


• Requires a minimum typing speed of 40 wpm. Testing will be completed as part of application review process.


• Requires excellent verbal and written communication skills, business and telephone etiquette.


• Must have the ability to work at times with minimal supervision.


• Must have excellent organizational skills, attention to detail and record keeping skills.


• Must have ability to respond courteously and tactfully to complaints and client requests, and to maintain confidentiality.


• Must be proficient with Child Plus database system.


• CPR/First Aid Certification within 90 days of hire.


• Food Handler’s Certification required within 30 days of hire.


• Requires TB test, Hep B and Covid-19 immunizations.


• Requires a physical examination upon hire and once every three years.


• Knowledge of Native American culture is preferred.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.


• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.


• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.


• Occasionally requires lifting of up to 50pounds.


• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

• Supports a safe work environment by performing all duties in accordance with Tribal safety policies and procedures, and Emergency Management Plan. 

• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.


• May be called upon to serve as a Disaster Reservist during Emergencies, or when the Tribal Emergency Operations Center is opened.


• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

• Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.


• Must maintain registration in the State of Oregon Central Background Registry