ERSEA Coordinator for Early Head Start Program

POSITION DESCRIPTION

Position:

ERSEA Coordinator

Reports to:

Program Director

SUMMARY:

The ERSEA Coordinator is responsible for the planning, implementation, monitoring, documentation, and continuous improvement of the Early Head Start Program’s Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) systems. The coordinator ensures ERSEA practices comply with the Head Start Act, current Head Start Program Performance Standards (HSPPS), applicable Office of Head Start guidance, state and local requirements, agency policies, and approved funding requirements.

The coordinator maintains accurate participant and program data in ChildPlus or the agency's designated data management system; monitors enrollment, vacancies, waiting lists, eligibility documentation, and attendance; analyzes ERSEA data and trends; and collaborates with families, program staff, management, Policy Council, and community partners to support equitable access to Early Head Start services. Oversee the enrollment of participants of the Child and Adult Care Food Program (CACFP).

ESSENTIAL FUNCTIONS:

ERSEA Administration and Management

• Develop, implement, maintain, and monitor written ERSEA policies, procedures, systems, and internal controls consistent with 45 CFR Part 1302, Subpart A and other applicable Head Start requirements.
• Monitor ongoing compliance with the Head Start Program Performance Standards, Head Start Act, applicable federal guidance, state licensing requirements, and agency policies.
• Maintain current knowledge of federal poverty guidelines, Head Start eligibility requirements, Office of Head Start guidance, and regulatory changes affecting ERSEA.
• Participate in program planning, self-assessment, continuous improvement, and development of program goals, policies, procedures, and service-area plans.
• Work collaboratively with the Program Director, management team, Policy Council, parent committees, and staff regarding ERSEA policies, procedures, trends, and program needs.
• Conduct regular monitoring of ERSEA records, processes, documentation, and data quality and initiate or recommend corrective action when needed.
• Prepare ERSEA reports and analyses for management, Policy Council, governing bodies, monitoring reviews, audits, and other required purposes.
• Maintain confidentiality and protect personally identifiable information and child and family records in accordance with applicable requirements.

Community Assessment and Data-Informed Planning

• Participate in the development and required updates of the program's community assessment and use community data to inform ERSEA policies and practices.
• Analyze community demographics, eligible population estimates, enrollment patterns, waiting-list data, attendance, service-area needs, barriers to enrollment and attendance, and other relevant information.
• Use community assessment data to identify populations most in need of Early Head Start services and potential barriers to accessing services.
• Collaborate with program leadership to adjust recruitment, selection, enrollment, and service-delivery strategies based on identified community needs.

Eligibility

• Ensure eligibility determinations are completed, verified, and documented in accordance with 45 CFR §1302.12 and applicable provisions of the Head Start Act.
• Conduct or oversee required family eligibility interviews, including by telephone when appropriate and permitted by current requirements.
• Verify and document eligibility based on applicable criteria, including income, qualifying public assistance, homelessness, foster care status, and other federal eligibility provisions.
• Apply current federal poverty guidelines and Head Start income requirements accurately and consistently.
• Recognize applicable public-assistance eligibility categories, including TANF, SSI, and SNAP, in accordance with current Head Start requirements.
• When adopted by the agency, appropriately apply the allowable excessive-housing-cost adjustment when determining income eligibility and maintaining supporting documentation.
• Ensure eligibility verification procedures do not create unnecessary barriers for families or impose documentation requirements beyond applicable standards.
• Ensure each enrolled participant has a complete eligibility determination record containing required documentation, verification information, staff determinations, and certifications.
• Maintain eligibility determination records for currently enrolled participants for the duration of enrollment and for at least one year after services or enrollment ends, consistent with current HSPPS.
• Ensure staff involved in eligibility determinations receive appropriate training regarding eligibility, documentation, confidentiality, and consequences associated with intentional eligibility violations.
• Conduct periodic eligibility-file reviews for accuracy, completeness, consistency, and compliance.

Recruitment

• Develop, implement, evaluate, and update a comprehensive, data-informed recruitment process designed to reach families with eligible children and pregnant women throughout the recruitment area.
• Conduct recruitment as an ongoing, year-round activity to support full funded enrollment and a sufficient waiting list.
• Use community assessment data, enrollment trends, waiting-list information, and other relevant data to target recruitment toward families most in need of services.
• Conduct specific outreach to populations identified by Head Start requirements and community needs, including children with disabilities, children experiencing homelessness, children in foster care, and other underserved populations.
• Develop and maintain partnerships with community agencies, shelters, child welfare agencies, local education agencies, early intervention providers, health and social service organizations, and other referral partners.
• Use multiple recruitment methods, including community outreach, digital communication, social media, community events, referral networks, printed materials, and other effective methods.
• Incorporate appropriate modern technologies to inform families about services, assist with applications, and reduce unnecessary administrative and paperwork burdens.
• Assist families with applications and respond promptly to inquiries regarding eligibility and enrollment.
• Maintain documentation of recruitment activities and evaluate recruitment effectiveness.

Selection

• Develop, review, and update written selection criteria annually based on community assessment data and applicable Head Start requirements.
• Ensure selection criteria prioritize participants based on identified community needs and appropriate factors, including family income, homelessness, foster care status, child age, IDEA eligibility, and other relevant child and family risk factors.
• Ensure children are not denied enrollment based on a disability or chronic health condition or the severity of a disability or chronic health condition.
• Monitor compliance with the requirement that at least 10 percent of total actual enrollment be filled by children eligible for services under IDEA unless an approved waiver applies.
• Maintain an active waiting list throughout the enrollment year that ranks applicants according to approved selection criteria.
• Coordinate selection review processes or committees as required by agency policy and ensure decisions are documented and consistently applied.

Enrollment

• Monitor enrollment continuously and work with program leadership and staff to maintain funded enrollment.
• Track vacancies and ensure vacancies are filled as soon as possible and within 30 calendar days, as required by 45 CFR §1302.15.
• Coordinate enrollment and intake activities with center-based, home-based, family services, health, education, and other appropriate staff.
• Verify that required eligibility and enrollment documentation is complete while ensuring procedures do not create impermissible barriers to enrollment.
• Support continuity of enrollment for eligible children and families, including children experiencing homelessness and children in foster care.
• Monitor and appropriately manage any reserved enrollment slots established by the program in accordance with Head Start requirements.
• Ensure parent participation in program activities, including consent for data sharing, is voluntary and is not improperly required as a condition of enrollment.
• Regularly examine the enrollment process and recommend or implement improvements that streamline the family experience and reduce unnecessary burdens.
• Monitor enrollment patterns, under-enrollment risks, waiting-list sufficiency, and vacancy trends and promptly communicate concerns to program leadership.

Attendance

• Ensure attendance is accurately tracked for every enrolled child in all applicable program options.
• Monitor attendance data regularly and analyze monthly average daily attendance and individual child attendance patterns.
• Ensure program procedures address unexpected absences and child safety, including attempts to contact a parent or guardian when a child is unexpectedly absent and the parent has not contacted the program within one hour of program start time.
• Work collaboratively with program staff and families to identify and address barriers to regular attendance.
• Ensure families receive information regarding the benefits of regular attendance and appropriate support to promote consistent participation.
• Coordinate follow-up for multiple unexplained absences, including required direct family contact and appropriate interventions.
• Support efforts to reengage families when children stop attending and assist in determining when a slot should be considered vacant under applicable requirements.
• Analyze causes of absenteeism when monthly average daily attendance falls below 85 percent and collaborate with management to identify systematic issues and implement timely improvement strategies.
• Identify attendance barriers such as transportation, housing instability, health concerns, and family circumstances and coordinate referrals or supports when appropriate.
• Support attendance and enrollment rights of children experiencing homelessness, including applicable flexibility regarding records and transportation support.

Data Management, Recordkeeping, and Reporting

• Maintain accurate, timely, complete, and confidential ERSEA information in ChildPlus or the agency's designated data management system.
• Enter, review, validate, and monitor eligibility, application, enrollment, waiting-list, vacancy, attendance, and demographic information.
• Conduct routine data-quality reviews and reconcile electronic information with source documentation.
• Maintain organized electronic and/or paper records in accordance with federal, state, grant, and agency retention requirements.
• Produce routine and ad hoc ERSEA reports for program management, Policy Council, governing bodies, federal reporting, monitoring, audits, and continuous improvement.
• Track applications and applicant status from initial inquiry through eligibility determination, selection, enrollment, waiting-list placement, or closure.
• Monitor enrollment and attendance dashboards and promptly communicate trends, concerns, and compliance issues to appropriate management staff.
• Assist with required Head Start reporting and ensure ERSEA data submitted for federal reports is accurate and supported by program records.

Collaboration and Family-Centered Services

• Promote respectful, equitable, culturally and linguistically responsive, and family-centered ERSEA practices.
• Work collaboratively across education, health, mental health, disabilities, family services, nutrition, and other service areas to support an integrated service-delivery model.
• Build positive relationships with families and assist them in navigating eligibility, application, enrollment, and attendance processes.
• Identify administrative or procedural barriers experienced by families and recommend improvements that increase access and reduce burden.
• Participate in staff meetings, management meetings, Policy Council meetings, parent meetings, training, and other agency activities as assigned.
• Provide ERSEA training, technical assistance, and guidance to staff responsible for recruitment, applications, eligibility documentation, enrollment, attendance, and data entry.
• Perform other duties consistent with the position and program needs as assigned.

Position Specifications

Education and Experience

• Associate degree in Early Childhood Education, Human Services, Social Work, Business/Public Administration, Family Studies, or a related field required; bachelor's degree preferred.
• Experience working in Head Start/Early Head Start, early childhood education, family services, enrollment, social services, or a related program strongly preferred.
• Experience with ERSEA, Head Start Program Performance Standards, ChildPlus, or comparable child/family data systems preferred.
• Experience coordinating programs, monitoring compliance, analyzing data, and developing procedures preferred.

Knowledge, Skills, and Abilities

• Knowledge of or ability to learn and apply the Head Start Act and Head Start Program Performance Standards, particularly 45 CFR Part 1302, Subpart A.
• Strong understanding of eligibility verification, recruitment, selection, enrollment, attendance, documentation, confidentiality, and records-management practices.
• Ability to interpret regulations and translate regulatory requirements into effective program procedures.
• Strong analytical skills and ability to collect, validate, analyze, and report program data.
• Proficiency with ChildPlus or comparable database systems and standard office technology.
• Strong organizational skills with attention to accuracy, documentation, timelines, and regulatory compliance.
• Effective written and verbal communication skills and strong interpersonal, leadership, collaboration, conflict-resolution, and problem-solving abilities.
• Ability to communicate respectfully and effectively with families from diverse cultural, linguistic, socioeconomic, and educational backgrounds.
• Ability to maintain confidentiality and exercise sound professional judgment.

Licenses, Certifications, and Other Requirements

• Current First Aid and Infant/Toddler CPR certification.
• Valid California driver's license, reliable transportation, and proof of automobile insurance when driving is an essential function of the position.
• Successful completion of required background checks, health requirements, and other employment clearances applicable to Early Head Start and California childcare programs.
• Ability to travel between program sites and community locations as required.

Physical and Mental Demands

The physical and mental demands described below are representative of those required to perform the essential functions of this position. Reasonable accommodation may be provided for qualified individuals with disabilities in accordance with applicable law.

While performing the duties of this position, the employee is regularly required to communicate effectively; sit, stand, and walk; use hands and fingers to operate computers and other office equipment; and maintain attention to detailed records and information. The employee may frequently be required to reach, bend, stoop, kneel, or crouch and may occasionally perform other physical activities associated with visits to classrooms, family homes, program sites, and community locations.

The position requires the ability to manage multiple priorities and deadlines; analyze detailed information; exercise sound judgment; respond appropriately to sensitive or confidential situations; communicate effectively with staff and families; and problem-solve in a collaborative environment. The employee must be able to promote a positive work environment and an integrated service-delivery model for Early Head Start children, pregnant women, and families.

COMPENSATION: Part-time $26.00-29.15-/hr. DOE

Job Type: Part-time

Lake Family Resource Center is an Equal Opportunity Employer