Early Head Start Administrative Director - Tampa YMCA

Under the direction of the Early Head Start (EHS) Program Director, with oversight from Operations Director, the Administrative Director supports the Early Head Start Leadership Team by providing day-to-day administrative assistance to help accomplish the work and mission of the Tampa Metropolitan Area YMCA. This position requires strong organizational skills, written and verbal communication competencies, ability to create and implement processes, and the use of discretion and independent judgment. The incumbent performs a variety of administrative tasks in the Early Head Start (EHS) program which include, administrative and office support duties providing customer service, clerical, secretarial, processing and/or internal financial related duties.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Performs various complex administrative, secretarial, and confidential functions and duties supporting Senior Program Director and other EHS staff
• Assist Senior Director and Director in budget development including in-kind
• Prepares financial reports as necessary
• Compiles program reimbursement request including in-kind
• Manages Purchase Orders and processes invoices for EHS
• Maintains EHS credit card and processes expense reports
• Completes program check requests, journal entries, expense reports, and releases
• Maintains records of receipts, purchases, trainings and purchase orders
• Process staff mileage requests
• Accesses and secures restricted, sensitive and confidential records or information
• Responsible for ordering, storing and maintaining office supplies and related materials
• Monitors on program participant files
• Monitors of provider, and staff documents
• Monitors of program participant Health Documents
• Assists program staff in coordinating families’ and providers’ events
• Intakes for potential families
• Files program participant document
• Supports EHS policy committee with communicating to policy committee (example: email communications, upcoming events and meeting agendas & minutes)
• Provides administrative support for campaign
• Assists with set up and implementation of special events
• Assist with the monitoring of operating budget
• Ensures compliance with all grant requirements related to Early Head Start.
• Reviews and analyzes monthly financial and statistical reports to assess the budget status and initiate preventative measures if any problems appear to be predicated.
• Assists with monitoring the purchases of goods and services; assure that the program is in accordance with state and federal regulations.
• Maintains a close working relationship with the Grantee Fiscal manager and Administrative Specialist which provides the Directors with information for budget writing and the status of the budget to facilitate effective oversight of expenditures.
• Maintains a close working relationship with the associations accounting department which provides assistant with the monthly reimbursement to ensure accuracy of expenditures.
• Screens new Applications and attain general documentation to assign to correct Family and Community Engagement Specialist.
• Assists with community outreach and partnerships
• Creates a paperless procedure to begin the process of the program going paperless. This may entail working with our IT department.
• Inputs all education documentation into the Head Start Management System (ChildPlus) such as but not limited to: Two (2) Parent conferences and home visits a year
• Inputs all 45-day education requirements in the Head Start Management System (ChildPlus).
• Ensures all Health documentation is updated and inputted in the Head Start Management System (ChildPlus), to include dentals, lead and hemoglobin.
• Conducts quarterly quality assurance for each program area: Education, ERSEA, Health and Fiscal.
• Assists with audits as directed by supervisor and assist with development correction action plans as necessary.
• Monitors and updates Education, Disability, Health Plans, and Medication requirements in the Head Start Management System (ChildPlus) on a regular basis. This includes weekly and monthly updates as needed to ensure accuracy and compliance with program standards.
• Other duties as assigned

Education/ Experience Required:

• Bachelor’s degree in finance/accounting or related area; AND
• Two years’ experience in finance/accounting/administrative assistant/secretarial experience; OR
• An equivalent combination of education (not less than possession of an Associate Degree), training and experience that would reasonably be expected to provide the job related competencies noted above.
• Strong working knowledge of Microsoft Office.
• Strong verbal and written communication skills.
• Proactive customer service.
• Bilingual English/Spanish a plus

Certifications/Trainings Required:

• Must obtain within 30 days of employment and then maintain current certifications in CPR, First Aid, AED and Oxygen Administration.
• Maintain other required certifications as stated in the training matrix.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job includes, but not limited to:

• The employee needs sufficient strength, agility and mobility to perform essential functions and to supervise program activities in a wide variety of indoor and outdoor locations.
• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and authorized work phone/smart device.
• Ability to instruct and observe participants during program activities.
• The employee frequently is required to see, observe, hear all participants, and make sound judgments and decisions.
• Ability to perform all physical aspects of the position, including, but not limited to, leading class, walking, standing, bending, reaching, and lifting.
• Ability to sit and reach, and must be able to move around the work environment.
• Hear noises and distress signals in the program environment, including in the classroom and anywhere around the zone of responsibility.
• Must have flexibility and the ability to adapt to changing circumstances.
• Ability to lift and move a minimum of 30 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Ability to work in a variety of environments, specifically those subject to extreme humidity/dampness, heat and cold.
• The noise level in the work environment is usually moderate to high.
• This position requires reliable transportation and willing to travel, if needed.
• This position may require availability to work flexible hours including evenings, weekends, and holidays as needed.
• Must be able to perform all duties of those supervised.

ACCOUNTABILITY:

Accountable for completion of assigned goals as measured by the number of people served, cause driven measures, service satisfaction scores, operating results, and supervisor evaluation of assigned duties. Accountable for attaining and exceeding all State licensing standards as well as Association Operating Guidelines.