Assistant Family Services Manager
Employment Type: Full-Time
Family Services Assistant Manager (FSAM), Supervises up to 12 employees, supports the Family Services Manager with duties relating to Family Advocates and Lead Family Advocate who work closely with families in achieving their goals. The Family Services Assistant Manager assists with program data analysis, planning and collaborating with other leadership and staff in the Early Head Start program to ensure that outcomes are achieved for all Early Head Start families, including expecting mothers enrolled in the program. RESPONSIBILITIES/DUTIES
(including but not limited to):
The Family Services Assistant Manager’s responsibilities chiefly fall under the following core functions, although s/he may perform other tasks as needed: Eligibility, Recruitment, Selection, Enrollment and Attendance (30%) Family Partnerships (20%) Community Partnerships (15%) Communication and Service Coordination (5%) Record Keeping and Reporting (5%) Ongoing Monitoring and Self-Assessment (5%) Human Resources and Supervision (5%) Program Governance and Leadership (5%) ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT & ATTENDANCE Manage eligibility, recruitment, selection, enrollment, and attendance meeting the needs of Early Head Start-eligible families and in response to community assessment. Assign infants and toddlers to program options that meet family needs. Maintain funded enrollment level and waiting list, fill vacancies as needed and analyze enrollment data to inform the planning process. Analyze causes of absenteeism when average daily attendance falls below 85%. Ensure Family Advocates and Parent Educators assist with the completion of the child health screening, other required screens and assessments and is familiar with referral requirements. Oversee the planning and implementation of parent orientation. FAMILY PARTNERSHIPS Develop and manage system for Family Advocates and Parent Educators to build collaborative partnerships with parents. Ensure meetings and one-on-one interactions respect each family’s diversity and cultural background. Work with Family Advocates and Parent Educators throughout the year to identify family goals, strengths, necessary services and supports, and to consult on the benefits of parent involvement and activities in which parents may choose to participate. Track progress in achieving family goals. Work with Family Advocates and Parent Educators to ensure that parents have access to services and resources responsive to their interests and goals, and follow-up with them to ensure the referral met their expectations and circumstances. If applicable, ensure assistance to mothers accessing comprehensive prenatal and postpartum care. Create opportunities for parents to develop relationships with program staff and to participate in individualized family partnerships agreement process. Encourage parents to participate in committees and Policy Council. Ensure parents have opportunities to enhance their skills and knowledge in the following areas: knowledge of child growth and development, the program’s curriculum, the child assessment process, and parenting skills; prevention of child abuse and neglect; family literacy; medical, dental, nutrition, and mental health (encouraging parents to become partners in their child’s health care process and learn the principle of preventative health and safety); community advocacy (encouraging parents to influence the character and goals of community services); transition activities (assisting parent in becoming their child’s advocate as the child moves to public school or another child care setting); and prenatal education on fetal development, labor and delivery, postpartum recovery, and access to care as appropriate; Ensure Family Advocates and Parent Educators conduct home visits to facilitate family plans, family needs assessment, and assist families in achieving identified goals and follow-up on referrals. Ensure Family Advocates and Parent Educators coordinate or refer families to opportunities for continuing education, employment training and other services through formal or informal networking in the community. Ensure Family Advocates Home Based Teachers arrange for education and other appropriate intervention including opportunities for families to participate in counseling or to receive information on mental health, substance abuse, child abuse and neglect and domestic violence, including crisis intervention, if needed. Coordinate and maintain the program’s resource and referral information binder. COMMUNITY PARTNERSHIPS Take an active role in community planning and advocacy to improve the delivery of services to children and families. Develop community partnerships, supported by the interagency agreements, as appropriate (e.g., with the Part C agency, child protective services). Establish collaboration within the agency and across agencies to coordinate services to children with disabilities and their families. Promote the access of children, families, and pregnant women, as appropriate, to community services that are responsive to their needs, such as childcare. Encourage volunteering at the center and participation in Policy Council by community members Support transition of families in, during, and out of Early Head Start. Ensure Family Advocates and Parent Educators act as case managers and work cooperatively with local agencies in connecting families with community services. Ensure Family Advocates and Parent Educators develop a working knowledge of community resources and to update the Community Resource Guide. Attend local, state and regional initiatives to represent the program and to develop professionally. COMMUNICATION AND SERVICE COORDINATION Share pertinent information with leadership team to ensure coordinated services meeting needs of individual children and families. Ensure Family Advocates maintain contact with center-based teaching staff to integrate family partnership goals with classroom efforts, and to gain information regarding the child in the classroom. RECORD KEEPING AND REPORTING Ensure Family Advocates and Parent Educators document efforts to assist families in identifying their strengths, needs and goals through completion of Family Needs Assessment, Family Partnership Agreement, and case notes. Understand, generate and document in-kind and other allowable costs applied toward the non-federal share requirement. ONGOING MONITORING AND SELF-ASSESSMENT Complete data analyzes process, transform information and use to inform and make program related decisions Complete annual service plan for area of responsibility, administer and implement system of continuous monitoring and evaluation of activities. Ensure compliance with Head Start program standards relating to area of responsibility. Ensure fiscal management in area of responsibility by monitoring budget; manage staff, consultants, and/or other resources to budget. Complete monthly report on area activities and progress toward goals with recommended modifications to plans Collaborate on strategies for ongoing monitoring and annual self-assessment for the health, safety, education and security of children and families and to oversee ongoing implementation of the Head Start Performance Standards and other regulations. Develop system through which the ERSEA Coordinator, Family Advocates and Parent Educators manage eligibility, recruitment, selection, enrollment, and attendance meeting the needs of Early Head Start-eligible families and responding to community assessment. Ensure ERSEA Coordinator, Family Advocates and Parent Educators keep ChildPlus files up-to-date on each child. Ensure Family Advocates and Parent Educators record, monitor and follow up on referrals for support services. SUPERVISION AND HUMAN RESOURCES Know the personnel policies and procedures, ensure that your direct reports are aware of these and any changes to them that occur. Assign and review work of direct reports. Instruct, train and work effectively with the people you supervise from a variety of backgrounds and with differing levels/areas of training. Model best practice within the service area. Devise work methods and procedures that support improvements in existing work practices; supporting direct reports in developing and setting goals, priorities and timelines. Meet regularly with direct reports to monitor and provide ongoing feedback, consistent with and adherent to Early Head Start performance standards as well as to plan and direct work. Plan and adjust work operations to meet changing or emergent program requirements within available resources and with minimum sacrifice to quantity or quality of work. Submit performance appraisals in a timely manner (at least once per year). Conduct strategic recruitment and selection processes ensuring a pool of qualified and diverse applicants for open positions. Comply with the agency employee recruitment and selection procedures to ensure consistency and compliance with EEO, legal hiring practices and internal policies and procedures. Take required disciplinary action, in an objective and fair manner, following Program Policies and Procedures and EEO requirements. This includes requirements involving the Early Head Start Policy Council in hiring and firing as outlined in Performance Standards 45 CFR 1304, Appendix A. Make appropriate personnel decisions not requiring higher approval as-needed and submit others as recommendations to the director. Demonstrate, uphold and adhere to Sunrise Children’s Foundation’s core values of Mutual Respect, Integrity, Commitment, Trustworthiness and Empowerment Other tasks/activities as assigned. PROGRAM GOVERNANCE AND LEADERSHIP Assists in the coordination of Policy Council and parent committee meetings, ensuring timely and regular completion of all performance standard required activities for Policy Council and parent committee operations. Update and revise family services plans annually. Lead for the good of the entire organization, understand the big picture and use it as framework to make decisions. Make decisions in an ethical, timely and efficient manner in consideration of the program’s mission, understand what information is needed to make high quality decisions, engage stake holders, and ensure decisions are made that support program quality and maintain program accountability. Establish focus for own service area, act to align own area’s goals with the strategic direction and needs of the program, ensure that people in the area understand how their work relates to the program as a whole and the relevant regulations and performance standards. Manage change effectively by demonstrating support for innovation and for organizational changes needed to improve quality and effectiveness, by initiating, sponsoring and implementing organizational change and by helping others to successfully manage organizational change. Attend local, state and regional initiatives to represent the program and to develop professionally. Promote consistent exchange of information and a cooperative environment within program leadership. Attend Policy Council meetings as well as parent committees, and board of director meetings as requested. PHYSICAL REQUIREMENTS & WORKING CONDITIONS: Must be able to lift up to 50 pounds including infant and/or toddlers weighing 6 to 50 pounds multiple times throughout the day Must be able to able to walk, stand, sit, kneel, reach, stoop, and crouch to interact successfully with infants and/or toddlers Must have dexterity of hands and fingers to operate computer keyboard and other stand office equipment Must be able to work for long periods of time while maintaining concentrated attention to detail. Must be able to sit a table or desk for long periods of time with occasional standing, walking, squatting or reaching. Must be able to see to read a variety of materials, printed or virtual Must be able to hear and speak to exchange information in face to face conversation; virtual meeting space or via telephone Must be able to travel by car, bus, airplane or train from site to site as needed Tolerate some exposure to communicable diseases when working at a child care center Tolerate moderate to loud noise level Must be able to drive a personal vehicle to conduct work off-site as needed Frequent travel by personal car to various locations around the Las Vegas area Occasional travel by car, bus, airplane or train may be required as associated with attendance at conferences, meeting and other duties out of state and/or overnight Must pass random drug/alcohol testing and maintain a drug-free workplace Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. QUALIFICATIONS: Education & Work Experience Associate Degree in Social Work, Family Services, Counseling, or other closely related field is necessary with a minimum of (24) credit hours in social, education or family service field Two (2) to three (3) years of social work, human or family services work experience with increasing responsibility is needed Skills & Abilities Must have a valid Driver’s License and maintain throughout the duration of employment Must provide proof of insurance and maintain insurance on personal vehicles driven for company business for duration of employment Must have 2 years or more of a clean DMV record. Must be at least 21 years old (per insurer’s guidelines). Must be approved by SCF insurer to be added to corporate auto insurance policy Maintain personal auto insurance policy on person vehicle operated for company business and provide proof of insurance when requested Must have the ability to maintain written documents and records Have reliable transportation in the form of a personal vehicle Ability to read, analyze, understand, and interpret policies and other necessary materials in required Must be able to communicate clearly and using correct grammar both verbally and in writing using English Must be organized, display strong time management abilities and demonstrate an attention to detail to effectively meet client and program needs Must have the ability to gather and interpret moderately complex information Must have the ability to add, subtract, multiply and divide Ability to exhibit patience and tact when communicating with children, families, staff, and supervisor is a requirement Ability to project professionalism in appearance, interactions and conduct throughout daily activities is a must Must understand and use the basic functions of Microsoft Office (Outlook, Word, & Excel), internet applications and other software to effectively access resources and complete required tasks. Listen intently and ask questions to ensure full understanding Must be available to work a flexible schedule in order to fulfill job functions and program responsibilities Must interact sensitively, effectively and professionally with persons from diverse cultural, economic, racial, ethnic and professional backgrounds, and persons of all ages and lifestyle preferences especially parents of children in SCF’s programs. Maintain a positive, open and objective attitude towards others including volunteers and interns Willing to engage, support, include and work with volunteers and/or interns on an on-going or as needed basis Must acquire CPR/First Aid Training for Infant/Child/Adult within ninety (90) days of hire date and maintain through duration of employment Must obtain a Las Vegas Metropolitan Police Department Work Card (Sheriff’s Card) for Child Care prior to hire date and maintain through duration of employment Must submit negative TB results (One-Step Skin Test or Chest X-Ray) prior to hire date and every two years for the duration of employment Must have a physical performed and document submitted prior to hire date and submit every five years for the duration of employment Preferred Bachelor’s Degree in social work, family services, counseling, or other closely related field is preferred Prefer 3-4 years case management experience Five (5) years of social work, human or family services work experience with increasing responsibility is needed Experience supervising employees Bilingual (English-Spanish) speaking and writing skills helpful. Prefer to be at least 25 years old in order to drive with client families w/infants or toddlers ESSENTIAL COMPETENCIES :
In order to successfully accomplish the responsibilities and expectations of this position, the Sunrise Children’s Foundation employee must possess, develop in, and be evaluated on the following: TECHNOLOGY: Uses technology to effectively manage data and information. Enters data related to area(s) of responsibility into appropriate software, thoroughly and in a timely manner, when needed (and/or supervises data entry). Understands and uses the basic functions of Microsoft Office (Outlook, Word, Excel, and PowerPoint) and internet applications to effectively access resources and complete required tasks. Uses the database to effectively manage and monitor work. Produces reports and analyzes data related to service area to monitor work. PROGRAM PLANNING & EVALUATION: Uses thorough analysis and thoughtful planning to achieve goals. Creates plans for that demonstrate an understanding of the needs of a situation and the future implications of decisions. Identifies the actions necessary to complete tasks and obtain results. Understands and maintains a balance between results, process and relationships in accomplishing tasks. Analyzes relevant data to make decisions related to operations and management in area(s) of responsibility. PROFESSIONAL DEVELOPMENT: Strives to develop oneself and others through various methods of learning. Critically reflects on own professional practices from community, state, national, and global perspectives. Uses Head Start Performance Standards, NAEYC code of ethics, Mind In The Making (or other curriculum as appropriate), for making professional decisions. Uses a regular system for coaching and feedback with direct reports that includes giving specific feedback, stating conclusions clearly and checking for understanding. Receives feedback by listening intently, interpreting it objectively and asking clarifying questions. Uses an understanding of the needs, interests, strengths and weaknesses of others to identify opportunities for development and appropriate methods of coaching and training. PERFORMANCE MANAGEMENT: Manages oneself and others to achieve desired results. Confronts controversial or difficult issues in an objective manner and has difficult conversations when required to resolve issues or improve the performance of others. Reports information honestly even when it reflects negative results. Takes responsibility for the consequences of one’s own decisions and actions as well as for those of direct reports. Completes required tasks according to stated timelines and at a high level of quality. Achieves mutually beneficial results by cultivating instrumental internal and external relationships both formally and informally. COMMUNICATION: Uses a variety of communication methods to build relationships with others. Maintains a positive, open and objective attitude toward others. Writes and speaks clearly and with correct grammar. Listens intently and asks questions to ensure full understanding. Interacts sensitively, effectively and professionally with persons from diverse cultural, economic, racial, ethnic and professional backgrounds, and persons of all ages and lifestyle preferences, especially parents of children in the Early Head Start program. LEADERSHIP: Leads by example to inspire others to achieve. Deals with ambiguity and adapts to changing environments and circumstances. Implements policies fairly and consistently, models them in practice and revises them as needed. Distinguishes appropriately between what should be done oneself and what should be done by others, and delegates all appropriate tasks. Promotes an inspiring vision and clear expectations to build support from others. Challenges the status quo, when warranted, to acknowledge the need for change and strives to remove barriers to making change.
This description lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related certifications, knowledge and skills.
Department: Family Services
This is a management position
This is a full time position
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