ERSEA Supervisor

Roanoke, VA

  • Department: Head Start/Early Head Start
  • Posting Date: 11/15/24
  • Closing Date: 11/29/24
  • Salary: $27.00-$32.00/hr
  • Code: ERSEA-HS/EHS

Classification: Exempt/Administrative

Purpose:

The ERSEA Supervisor is responsible for leading the Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) functions for the Head Start/Early Head Start programs. This role ensures that the program maintains full enrollment and meets all regulatory requirements by developing and overseeing recruitment strategies, processing applications, and monitoring attendance data. The ERSEA Supervisor collaborates with internal teams, community partners, and families to ensure equitable access to services, with a focus on identifying and addressing barriers to enrollment and attendance. Additionally, the ERSEA Supervisor provides ongoing training, technical assistance, and data management to support compliance and operational effectiveness.

Organizational Relationships:

  • Reports to: HS/EHS Director
  • Supervises: Enrollment Specialist Team
  • Coordinates with: Central Staff, Center Staff, and other Community Service Agencies

Key Responsibilities:

Recruitment & Eligibility

  • Disseminate recruitment materials, including letters and public service announcements.
  • Manage and maintain Head Start waiting lists, process applications, and ensure they are complete.
  • Communicate and follow up with families regarding enrollment status through phone calls and letters.
  • Ensure no more than 10% of enrollment exceeds income limits, per federal regulations.
  • Coordinate with ERSEA team to notify eligible families and maintain full enrollment.
  • Understand the point system for eligibility; create, implement, and monitor enrollment systems.
  • Lead transition meetings to support children entering the program.
  • Serve as the key decision-maker in selecting children for Early Head Start and Head Start.
  • Generate and submit monthly reports on Average Daily Attendance and End of Month Enrollment to the Office of Head Start, Policy Council, TAP Board, and Director.
  • Ensure all recruitment materials (pamphlets, fliers, applications) are up to date and distribute as necessary.
  • Track and adhere to the 30-day vacancy deadline and revise selection criteria annually with input from staff.
  • Develop and maintain a comprehensive recruitment plan targeting all eligible populations, including special populations within geographic areas, and use public service announcements, social media and community events to reach families.
  • Determine eligibility based on funding requirements for Head Start enrollment and maintain an updated list of program sites and options for Head Start and Early Head Start.
  • Provide referrals and coordinate efforts to link staff and clients with appropriate childcare resources, ensuring support for both.
  • In partnership with the Disabilities Coordinator, ensure that at least 10% of enrollment opportunities are reserved for children with disabilities, in line with recruitment, selection, and enrollment processes.
  • Oversee application processing to ensure accuracy and timely completion.
  • Participate in the Smart2Start system, assisting families in reviewing and signing up for early care and education opportunities based on their preferences and needs. Help families determine eligibility for Head Start.

Attendance Monitoring & Support

  • Within the first 60 days of program operation, and on an ongoing basis, use individual child attendance data to identify children at risk of missing 10% or more of program days annually.
  • Develop and implement strategies to improve attendance for identified children, including direct contact with parents or intensive case management, as needed.
  • Examine and address barriers to regular attendance, such as access to safe and reliable transportation, and where possible, provide or facilitate transportation for children to ensure they can attend regularly.
  • If a child ceases to attend, make appropriate efforts to reengage the family, including direct outreach and support services. If attendance does not resume, consider the slot vacant, in compliance with Head Start guidelines (this action is not considered expulsion).

Data & Systems Management

  • Work closely with IT staff to review, approve, and forward all intake forms into the ChildPlus data system.
  • Ensure accuracy and completeness of data entered into ChildPlus and analyze trends in attendance and enrollment.
  • Compile and aggregate data for the Program Information Report (PIR), Policy Council, and other reporting purposes.

Monitoring & Implementation

  • Regularly monitor and analyze enrollment and daily attendance data, submitting monthly reports on percentages.
  • Develop and revise work plans and program objectives for the ERSEA team.
  • Provide input and develop solutions to continuously revise and enhance the ERSEA Management System, including policies and procedures.
  • Analyze community and self-assessment data to guide recruitment and enrollment strategies, ensuring that the needs of infants, toddlers, and pre-k children are met across all program options.
  • Attend scheduled meetings for the Coordinated Enrollment Action Team and Strategic Planning to contribute to enrollment strategies and coordinated action plans.

Training & Technical Assistance

  • Provide training to staff on ERSEA policies, eligibility systems, and best practices.
  • Coordinate orientation sessions and ongoing training for staff based on identified needs.
  • Collaborate with the Whole Family Advocate Supervisor to ensure all staff are equipped to fulfill their roles.

 

Policy Council Engagement

  • Support the Whole Family Advocate Supervisor with Policy Council tasks as assigned, including presenting monthly enrollment reports.
  • Attend and contribute to Policy Council, Whole Family Services, and other team meetings.

Community Resources & Partnerships

  • Serve as a liaison between Head Start and community partners, including school districts and early education centers.
  • Participate in local recruitment events, presenting information about the program and working to build community partnerships.
  • Stay informed on community assessment results and incorporate this knowledge into recruitment efforts.
  • Organize and represent Head Start at community presentations and recruitment events.

Other Duties

  • Perform other responsibilities as assigned to support the overall success of Head Start.

Essential Knowledge, Skills, and Abilities:

  • Utilize resources from the Early Childhood Learning and Knowledge Center (ECLKC), including informational materials and training videos, to gain a comprehensive understanding of ERSEA policies, Head Start regulations, and best practices relevant to the job. Continuous learning through these resources is essential for staying informed on current standards and ensuring program compliance
  • Strong understanding of community resources and the ability to train staff and parents on ERSEA processes.
  • Excellent writing skills for reports, business correspondence, and policy manuals.
  • Strong interpersonal skills for working with staff, families, and the community.
  • Basic math skills for calculating rates, ratios, and percentages, and solving practical problems in diverse settings.
  • Ability to interpret and execute a wide range of written and oral instructions.

Education & Experience:

  • Required: Bachelor’s degree in Social Work, Human Services, or a related field.
  • Prior experience with ERSEA and knowledge of Head Start regulations.
  • Familiarity with the Whole Family Approach, a family-led strategy to achieve set goals. Employees may need to attend training and contribute to data entry related to this model.

 

Special Requirements:

  • Physical activity includes balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, and use of fingers for tasks like picking, pinching, and typing.
  • Physical requirements involve medium work; exerting up to 50 pounds of force occasionally, up to 30 pounds frequently, and up to 10 pounds constantly.
  • Visual acuity needed for tasks such as preparing and analyzing data and figures; transcribing; viewing a computer terminal and extensive reading.
  • Exposure to environmental conditions; protection from weather conditions but not necessarily temperature changes.
  • Must possess a valid VA operator’s license and have daily access to a car.
  • Must have CPR, First Aid certification and MAT certification or be able to complete such certification within 6 months of employment.
  • Must be available to work any eight (8) hour shift during center operational hours of 7:00 a.m. and 6:00 p.m.
  • Must be able to interact with children.
  • The ability to be objective and non-judgmental.
  • Having the skill to engage with individuals from diverse backgrounds.
  • Must pass drug screening.  Some positions require positive complete background screening including: criminal, sex offender and child protective services.
  • Must provide physical/medical examination and tuberculosis screening every two years with their physician in order to remain employed, and able to pass background screenings every five years.

 

TAP participates in the Virginia DMV Driver Alert Program. Employees who operate a TAP vehicle or their personal vehicle for TAP business may be subject to driver record monitoring through the Virginia DMV Driver Alert Program.

At TAP, we focus on the Whole Family Approach.   Whole Family is a family led strategy to achieve set goals.  As an employee you may be required to attend Whole Family training and subject to data entry into the agency’s software as part of the Whole Family approach and serving clients.

This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted as encompassing all duties that may be required of such employees or limiting the nature and extent of assignments such individuals may be given.