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Associate Director Head Start

Community Action

Community Action

Posted: 12/30/2016
Location: Portland Metro
Closing Date: 1/17/2017
Industry: Education, Management, Nonprofit
Type: Full Time



Under Oregon statute, after July 1, 1996, an offer of employment for this position is contingent upon the results of criminal offender information record check and, possibly, fingerprinting, conducted on applicants for employment in early childhood services agencies. Applicants who have been convicted of certain offenses or who refuse to consent to such background checks will not be hired for this position. The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position. Continuation of all positions is contingent upon future funding.

Position Summary:

The Associate Director assists the Director with the overall leadership, management and supervision of the Head Start/Early Head Start programs and is directly responsible for the oversight of ERSEA, Transportation, and recordkeeping (ChildPlus, Child Care Licensing) systems and services in accordance with agency philosophy, goals and values, based on federal, state and local laws and Head Start Program Performance Standards.

Essential Functions and Responsibilities:
Work as a member of the Head Start Management Team in a manner that empowers, builds trust and results in a highly effective work team. Direct responsibilities include the following;

• Supports the Director by assisting with the strategic planning process; establishing time lines, objectives, and processes with the assembled team, ensuring that each program area has developed appropriate program goals, monitoring systems and an integrated work plan.
• Works closely with the Head Start Director to establish and implement a system of ongoing oversight that ensures effective implementation of the program performance standards
o Collect and use data to inform this process;
o Correct quality and compliance issues immediately, or as quickly as possible;
• Assume the duties of the Head Start Director in the director’s absence.
• Supervise the Program Assistants, Transportation Supervisors and the Staff Development Specialist to ensure that they are functioning in an organized, efficient manner
o Delegate and disseminate tasks and assignments to direct reports
o Ensure that the tasks assigned to the direct reports are completed in an efficient, professional, and timely manner
• Work across the agency with classroom moves, setups, supply purchases, and deliveries to ensure effective communication and efficient execution of logistics associated with such activities.
• Facilitate support between Program Managers, Program Area Supervisors, and Facilities to ensure smooth setup and take down of sites during the program year.

• Provide oversight in the ERSEA Department to ensure compliance with federal performance standards
• Analyze, plan and implement enrollment systems
• Plan and provide training related to enrollment systems, policies, and procedures for the departments.
• Review, revise and update ERSEA Policies and Procedures annually or as needed.
• Prepare and distribute timely reports and tracking regarding ERSEA updates.

• Monitor Transportation Supervisors for compliance and implementation of transportation activities to ensure that;
• Appropriate insurance coverage, license plate and vehicle inspections are maintained on all Agency vehicles
• Transportation manuals and policies are updated annually or as needed.
• Appropriate procurement procedures for vehicle and other transportation related purposes are implemented.
• Responsible for reviewing and analyzing transportation expenses.

• Responsible for the maintenance of child and family information systems (ChildPlus)
• Ensure access of center staff to appropriate information systems
• Maintain systems, database files to ensure security of data.
• Work closely with managers and supervisors to develop required reports
• Monitor and audit data, data entry, tracking of data and generation of reports by staff utilizing child and family information systems for accuracy
• Generate reports as requested for grants and reporting purposes
• Train and provide support to staff in utilization of child and family information systems

• Coordinates with Program Area Supervisors to ensure all child care facilities are licensed and in good standing.
• Maintains child care licensing records and monitors any follow up required by the Office of Child Care

• Make and meet commitments by demonstrating discipline, results orientation and effective time management.
• Maintain project timelines and other project management tools for established Head Start deliverables.
• Strictly adhere to all safety policies and procedures at all times and respond/correct any at-risk safety issues immediately.
• Strictly adhere to agency code of ethics and standards of workplace behavior.
• Perform other duties as assigned to meet business needs including regular and reliable attendance and adherence to all company workplace behavior standards.

Marginal Functions and Responsibilities:

• Other marginal functions and responsibilities as assigned.

Required Education/Training/Experience:

• Minimum of a Bachelor’s Degree in Early Childhood Education, Social Services, Human Development or a related field with a minimum of 3 years of progressive responsibility in the administration of a Head Start program or 3 years as the Director of a Head Start program, Child Development Program or Human Services Agency; an equivalent combination of education and experience may be considered.
• Minimum of three (3) years supervisory or managerial experience.
• Ability to read, analyze, and interpret complex documents; ability to respond effectively to sensitive inquiries or complaints; ability to write grants, letters, plans, and articles using original or innovative techniques or styles; ability to make effective and persuasive speeches and presentations on controversial topics.
• Ability to define problems, collect and analyze data, establish facts, and draw valid conclusions; ability to make concise and accurate reports and solve problems.
• Knowledge of Project Management principles; as well as developing and implementing detailed action plans.
• Knowledge of Head Start, child care, state child care subsidy and other related anti-poverty programs.
• Knowledge and experience in data collection and information processes and systems along with knowledge of childcare regulations, policy and procedure compliance.
• Knowledge of developmentally appropriate pre-school education practices.
• Knowledge of budget preparation, control methods and administrative analysis.
• Excellent interpersonal, oral, and written communication skills.
• Intermediate computer skills in MS Excel, Word, PowerPoint and industry standard ChildPlus.
• Enrollment in Oregon Central Background Registry prior to offer of employment being extended.
• Completion of appropriate Fit for Duty and TB Testing according to Head Start regulations prior to date of hire.


• Master’s Degree in Early Childhood Education, Social Services, Human Development or related field.
• 5 or more years of progressive responsibility in the administration of a Head Start program.
• Previous experience supervising program managers or supervisory staff.
• Experience in budget development and fiscal management of a $3 million or greater budget.

Required Licensing or Other Special Certifications:

• N/A

Required Physical Demands of Essential Functions and Responsibilities:

• Most work is conducted in an office environment with moderate phone use.
• Extensive use of computer and keyboard.
• In normal work day, may stand/walk __2.5__ hrs/day; may sit _6_ hrs/day; may drive __1 hrs/week; may use hands for repetitive grasping, pushing and pulling, typing and fine manipulation _3_ hrs/day; may use hands at or above shoulder level for _1_ hrs/day.
• In normal work day, may bend, squat, and/or climb occasionally.
• Work is light in nature, lifting maximum of 20 lbs.
• Frequent lifting and/or carrying of objects weighing up to 10 lbs.
• May require walking or standing to a significant degree, or sitting most of the time with a degree of pushing and pulling of arm and/or leg controls.

Application Guidelines/Contact:
How to Apply:

To be considered we must receive a completed Community Action Employment Application form. You are welcome to also include a cover letter and resume at your option. Transcripts may be required for certain positions. Applications can be completed on our website: or you can print off the application to complete or pick up the application form at either of our following locations:

Hillsboro – 1001 SW Baseline Road, Hillsboro OR 97123 or
Beaverton – 5050 SW Griffith Dr., Suite 101, Beaverton OR 97005

Be sure to submit your application in a timely manner. If you choose not to complete an online application, you can send your completed application form, optional resume and cover letter and any required documents, such as transcripts via fax at 503-648-4175. If you prefer to mail your application be sure to mail attention Human Resources at the Hillsboro office address above.
All application submissions will be acknowledged with a receipt notification. If you are selected for an interview, we will contact you.

All current CAO employees and those on our lay off list are encouraged to apply for openings at CAO. For current employees, some qualifications may be met by an equivalent combination or education and experience at the discretion of the employer.

Benefits: All regular full-time (RFT) status positions of .50 full-time equivalent or higher are eligible for our outstanding benefits package including:
• Generous sick and vacation time
• 12 Holidays Observed
• Medical, Vision and Dental Insurance
• Free life and long term disability insurance
• Medex Travel Assist
• Employer matched 403(b) retirement plan
• Employee Assistance Program
• Rich and Diverse Mission Based Working Environment

Community Action is an equal opportunity employer and does not discriminate on the basis of sex, age, race, color, religion, marital status, national origin, disability, sexual orientation or veteran status or other protected status in accordance with applicable federal and state equal employment opportunity laws. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.

$54,100 - $59,510 Salary

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