CLASS SERIES TITLE: Enrollment Compliance Specialist I/II – Restricted (ACS)

To provide technical, clerical, and record-keeping duties relating to the eligibility, and enrollment of children and families in the Head Start Program and Early Head Start Program; to provide responsible assistance in the compliance monitoring of specified program areas for both directly and partner provided program services; and to oversee data management processes and data collection as they pertain applicable Federal regulations.

The Enrollment Compliance Specialist I – Restricted and the Enrollment Compliance Specialist II – Restricted serve as an alternate class series. Incumbents may be employed in either level depending on their qualifications. Incumbents initially employed in the entry level classification may reasonably expect to be reassigned to the journey level classification upon the recommendation of the appointing authority. In general, it is expected incumbents will be prepared for the reassignment to Enrollment Compliance Specialist II – Restricted within a two-year period.

The Enrollment Compliance Specialist I - Restricted (Level I) is the entry/trainee level of the alternate class series. Incumbents in this classification receive learn the methods, procedures, Federal regulations and Performance Standards associated with determining eligibility, maintaining enrollment, recording attendance and the mandates for program compliance related to assigned functions. Incumbents receive general supervision and are assigned a limited responsibility which is expanded in size and complexity as the training progresses.

The Enrollment Compliance Specialist II – Restricted (Level II) is the journey level of the alternate class series. Incumbents in this classification possess knowledge of the methods, procedures, Federal regulations and Performance Standards associated with determining eligibility, maintaining enrollment, recording attendance and skills necessary to support program compliance related to assigned functions. Incumbents receive limited supervision and are assigned a full caseload and site monitoring requiring full knowledge of eligibility mandates, program information reporting, program compliance, as well as the ability to interpret program regulations using tact, diplomacy and good judgment and skill to use the data management system.

ESSENTIAL/TYPICAL DUTIES: The following duties are examples of assignments performed by incumbents in this classification. It is not a totally comprehensive list of duties, nor is it restrictive regarding job assignments.

• Based on established federal and/or state regulations and guidelines, determines the eligibility of families or, in the cases of currently enrolled families, their continued eligibility for child pre-school services provided by the Head Start Program and/or Early Head Start Program

• Receives, reviews, evaluates, verifies and processes program applications and supporting documents; contacts Family Advocates for follow-up and returns eligibility applications that require additional clarification or information as needed

• Provides responsible assistance in the compliance monitoring of specified program areas for both directly operated and partner provided early child development services of the Head Start Program and Early Head Start Program

• Assists in the preparation of the Program Information Report (PIR) as well as routine and specialized reports (monthly, quarterly and annually) relating to eligibility, enrollment, program partner services, and Federal program mandates

• Assists in the oversight of data management processes and systems

• Inputs, edits, verifies and maintains eligibility, enrollment and mandated program information in accordance with Performance Standards and Federal guidelines using the designated information system

• Maintains action plans, meeting minutes and other forms of documentation for cross monitoring, self-assessment activities and related staff training

• Supports the implementation of procedures for continuous monitoring of Head Start, Early Head Start and partner agency operations

• Explains, interprets, and clarifies Federal and State regulations, guidelines, performance standards and mandates

• Responds to program inquiries and makes appropriate referrals to program content experts or other staff

• Conducts on-site visits to review the files of enrolled children of directly and partner operated child care sites and centers, validating PIR information

• Ensures quality assurance for program data and information are maintained and validated in accordance with established internal procedures

• Assists in the planning, preparation of and participates in program self assessment activities and cross monitoring functions

• Operates a desktop computer and standard office equipment in the course of assigned duties; uses specialized software and specific record-keeping systems

• Assists in developing training materials related to assigned functions; may train others of comparable skill

• May assist in the development of corrective action plans

• Performs other duties as assigned.

Possession of:

• A Class C California Drivers License with a driving record that meets the insurance requirements of the County Office of Education.

Knowledge of:

• Office procedures and practices, including the operation of desktop computers, standard office equipment, and office software application programs

• Data management systems and data collection processes

• Record-keeping systems and auditing principles and practices

• Working in multi-cultural and multi-ethnic communities

• Proper public contact skills and tactful telephone techniques

• Correct English usage, spelling, grammar, vocabulary, and punctuation

• Goals and functions of the Head Start Program, Early Head Start Program and related State and Federal regulations and guidelines (Level II)

• Head Start Performance Standards and related procedures and policies (Level II)

• Components, elements and data requirements for the Program Information Report (PIR) (Level II)

Ability to:

• Enter, edit, validate and maintain data management systems and systematic records related to assigned functions

• Operate a desktop computer using specialized data management systems and office software

• Perform accurate mathematical calculations

• Understand and follow oral and written instructions of a routine to complex nature

• Analyze situations accurately and adopt an effective course of action

• Communicate effectively, orally and in writing, with individuals of diverse backgrounds and cultures

• Work independently and effectively with others in a variety of situations

• Demonstrate the skills necessary to accurately obtain, evaluate, and verify information to determine initial or continued eligibility for participation in the Head Start Program and/or Early Head Start Program (Level II)

• Demonstrate the skills necessary to interpret Head Start Performance Standards, Federal and State regulations and guidelines (Level II)

• Prepare mandated, routine and specified reports and updates within required timelines (Level II)

• Conduct site visits to review and audit files of enrolled children and validate PIR information (Level II)

• Provide responsible assistance in the compliance monitoring of specified program areas for both directly operated and partner provided early child development services (Level II)

May require:

Enrollment Compliance Specialist I - Restricted: Education equivalent to a high school diploma supplemented by clerical and office occupational, training and two (2) years experience with public service agencies or any combination of education and experience necessary to demonstrate the required knowledge and abilities to successfully perform the typical duties listed above.

Enrollment Compliance Specialist II - Restricted: Completed training and progressive experience as an Eligibility Compliance Specialist I with the County Office of Education or two years of experience performing eligibility, enrollment and program compliance for another Head Start Program, Early Head Start Program or similar grant funded programs providing pre-school services.

BARGAINING UNIT: Office, Technician and Business Services (OTBS) Unit

WORKING CONDITIONS: Duties are performed in an office environment. Incumbents may be required to work a flexible schedule evening and weekend hours. Duties require incumbents to drive a vehicle to visit districts and school sites within the (multiple county) region.

PHYSICAL DEMANDS: Incumbents regularly stand and sit for extended periods of time, walk short distances on a regular basis and on uneven surfaces whenever necessary; dexterity of hands and fingers to operate a computer keyboard and other office equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; seeing to read fine print; hearing and understanding voices over the telephone and in person; moving and transporting program materials, and lifting light objects.

Personnel Commission Approval: May 8, 2008
Revised: 11/12/2009