Head Start Office Manager

Human Resources

• Sets up a system for establishing and maintaining a personnel file for every employee.
• Works with the Fiscal Manager to ensure that files are complete and up to date.
• Ensures that files include criminal record checks that are clear for all employees and regular volunteers.
• Affords assistance with interviews by contacting interview team members, as requested, ensuring forms and space are available.
• Schedules appointments for job applicants, prepares interview packets and materials, etc., to support hiring supervisor.
• Responsible for new hire paperwork and ensures that there is an orientation.
• Responsible for filing job jackets with posting/advertisement, applications and screening materials for all new positions filled.
• Responsible for setting up hiring files for hired employees.
• Keeps up to date staff checklist on all employees including name, job title, status (temporarily, part-time), date of hire, date of termination, required trainings, certifications, credentials, etc.
• Maintains health-related personnel information for each employee in a separate personnel file folder and in a separate drawer/cabinet than that holding the other personnel files.
• Determines, through communication with local unemployment office, the conditions under which employees on summer layoff may be eligible for unemployment compensation benefits.
• Provides necessary information on behalf of MERIDEN YMCA to support application for unemployment compensation benefits during summer layoff to the employee or local unemployment compensation office.
• Reviews and knows the agency employee recruitment and selection procedures to ensure consistency and compliance with EEO, legal hiring and internal policies and procedures.
• Uses the MERIDEN YMCA Hiring and Termination Manual.
• Stays up-to-date on federal, state and local regulations on labor laws, Fair Labor Standards Act, Americans with Disabilities, Family Medical Leave Act and other regulations pertaining to personnel.
• Coaches, counsels and arranges for training of employees (supervisory and non-supervisory), as appropriate, in implementation and management of Human Resources policies and procedures, such as leave policy, benefits, performance appraisal process, employee discipline, etc.
• Develops and provides regular orientation training to all new staff.
• Ensures that continuing education needs of staff are met by meeting periodically with all supervisory staff and reviewing employee needs.
• Evaluates and manages strategies and processes to attract and retain employees.
• Solicits parents and guardians of enrolled and past enrollees of Head Start for employment.
• Provides training and technical assistance and information to employees regarding interpretation of agency human resources and procedures.
• Serves as the lead and key point of contact for the agency criminal records check procedure program.

Secretarial

• Develops procedures for and manages the receiving and distribution of incoming and out-going mail, overnight, shipping, faxes, etc.
• Develops and carries out procedures for general office systems, such as office building security, telephone system and messaging, in/out board, etc.
• Plans and oversees a system for maintenance of: Inventory records, insurance records, etc., along with the Program Director and/or immediate supervisor.
• Personnel Files for every employee and volunteers. Program files, to include reports, correspondence, newsletters, meeting minutes, training logs, safety logs, etc.
• Office machines, computers, fax, copy machines, and office furniture in collaboration with the Program Director and/or immediate supervisor.
• Office supplies.
• Program keys and key check-out system; including tracking, sign-out and return of keys n cooperation with the Program Director and/or immediate supervisor.
• Produces correspondence, reports, meeting minutes, agendas, etc.
• Provides word processing services and assistance on putting together a regular program newsletter.
• Supports Policy Council meetings, Health Services Advisory Committee and other committees in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports, and other information.
• Assists with meeting logistics, such as child care arrangements, snacks, room set-up, etc.
• Provides support for staff meetings, training and other events as needed and/or requested.
• Receives and processes accident reports and contacts the Program Director immediately upon receipt of such reports.
• Assists Program Director in all aspects of program administration, as required.
• Assists managers/specialist/coordinators/supervisors, etc., as necessary to support program operations.
• Contacts parents to receive income verification for parent co-pay program.
• Determines parents’ responsibility for parent co-pay fees according to program guidelines.
• Collections and receipts parent fees that are collected from Head Start families.
• Maintains an on-going record of all payments received and deposited funds.
• Completes all reports for School Readiness program and MERIDEN YMCA reporting procedures.
• In-Kind Tally monthly in-kind contributions and submits with primary source documentation to Fiscal on a monthly basis for tracking.
• Audits primary source documentation for in-kind to ensure compliance with federal regulations and reconciles where needed.
• Provides training and technical assistance to staff on what is acceptable.
• Reviews the weekly Financial Detail Transaction Reports and makes corrections with the Program Director weekly.
• Provides all information requested on a timely basis for the program audit.
• Participates in the MERIDEN YMCA audit as requested.
• Understands, generates and documents in-kind and other allowable costs applied toward the non-federal share requirement.
• Attends all workshops and meetings as deemed necessary by the immediate supervisor.
• Attends all required staff and parent meetings and activities.
• Responsible for understanding Head Start Performance Standards and local child care licensing regulations.
• Positively promotes Head Start in the community.
• Maintains strict confidentiality with respect to Head Start children, families and staff in accordance with established policies and procedures.
• Becomes thoroughly familiar with MERIDEN YMCA Employee Handbook, MERIDEN YMCA Head Start Operations Manual and all other MERIDEN YMCA handbooks, manuals and resources and adheres to them.
• This position will be cross-trained to fill-in for the following specific duties which are assigned as primary specific duties to another job title.

Payroll

• Ensures all timesheets are received every two weeks.
• Ensures each timesheet has the appropriate signatures.
• Completes follow-up on timesheets missing information, inaccurate calculations or missing signatures.
• Checks addition on timesheets.
• Ensures that overtime calculations are correct and have approval.
• Tracks leave balances to ensure that staff requesting paid leave have available hours before submitting timesheets to Fiscal.
• Corrects any errors and has employee initial any changes made.
• Distributes payroll checks every two weeks after double-checking the spreadsheet to ensure that correct amounts are paid and that all employees have received a check, as appropriate.
• Has employees sign for checks and maintains a check distribution log.
• Performs Other Duties As Assigned