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Position:
Extended-Day Program Specialist
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Location:
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Legacy Plaza, Tulsa, OK
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Job Id:
719
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# of Openings:
1
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Job Summary
The Extended-Day Program Specialist is responsible for administering the operation of the extended care program, ensuring compliance with OKDHS requirements, and maintaining a high standard of care and organization. This role involves enrolling and supporting families, managing payments, auditing accounts, and completing necessary reports for assigned schools. The specialist will also train extended care staff on operational procedures, prepare for audits, and collaborate with School Leadership and HR to maintain the school's 5-star status. Sets precedent within limits and/or administers operating rules and procedures under management guidance; performs advanced troubleshooting or analysis; uses judgment to select from multiple known alternatives. Frequent interaction to provide detailed procedural explanations or technical responses and/or occasional contact to negotiate basic agreements.
Responsibilities/Essential Functions
- Administer operations for the Extended Care Program:Oversee the daily operations of the extended care program, ensuring a safe and nurturing environment for all children.
- Enroll and Support Families:Handle the enrollment process for families, provide ongoing support, accept and deposit payments, and sustain systems for efficient operation.
- Audit Accounts and Complete Reports:Regularly audit accounts and child attendance, and complete necessary reports to ensure accuracy and compliance.
- Create Extended Care Notebook:Develop and maintain a comprehensive notebook for extended care staff, including all necessary documentation and procedures.
- Ensure Classroom Preparedness:Ensure all extended care classrooms have sign-in/out sheets, infant daily sheets, emergency bags, allergy and food watch lists, and emergency medication administration sheets.
- Training on Extended Care Operations:Provide training to extended care staff on various operational procedures, including drop-off and pick-up, binder procedures, paperwork, child alerts, child-staff ratios, and counting children.
- Prepare for EBT Audits:Ensure readiness for OKDHS EBT audits by maintaining accurate records and documentation.
- Collection of Subsidy:Manage the collection of subsidies and ensure proper documentation in ProCare or applicable database.
- Stars Notebook Completion:Complete and maintain the Stars Notebook to support the school's 5-star status.
- Assist Director and team in collaborating with School Leadership & HR to ensure OKDHS requirements are met and maintain the school's 5-star status.
- OKDHS Minimum Equipment Inventory:Ensure an inventory of minimum equipment is maintained as required by OKDHS and supply school leaders with any missing items.
- Complete OKDHS Physical Environment Annual Report:Prepare and submit the annual report on the physical environment as required by OKDHS.
- Perform other duties as assigned or requested.
Required Education/Experience
- Associate degree from an accredited college/university or four years of commensurate experience in lieu of degree. Bachelors degree preferred.
- 2 years of related work experience in the following areas: compliance, auditing, monitoring, data input/retrieval, and report compilation.
- Bilingual (English/Spanish) preferred.
Certification/license
- Must obtain CPR/First Aid Certification within 30 days of employment.
Knowledge/Skills/Abilities
- Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
- Able to work collaboratively and respectfully with families.
- Able to follow oral and written instructions with ability to read, interpret, and present information efficiently and effectively. Ability to take initiative, multi-task and work well under pressure.
- Able to accurately audit records and ensure compliance with written or oral guidelines.
- Able to take initiative, multi-task and work well under pressure.
- Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc., and maintain confidentiality of child and family information.
- Intermediate MS Office skills and technical skills to data enter, pull reports, and navigate data systems such as ChildPlus.
- Advanced organizational skills, efficiency skills, and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.
- Understanding of Head Start Program Performance Standards and OECP program requirements.
Essential Physical & Mental Requirements
Employee is subject to standing, stooping, walking, lifting, and carrying objects throughout daily job performance. Must be able to lift and carry fifty (50) pounds. Will be required to travel in Tulsa County. Exposure to all weather conditions and regular traffic hazard. Driving is required frequently.
Pay Range Code: 13
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Apply for this Position
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CAP Tulsa
Aug 29, 2025 