Number of Openings: One

Location: In person- Grand Rapids, MN

Job Summary

Provide quality early childhood programming through the leadership, development, administration, delivery, ongoing monitoring and evaluation of the Agency’s Education Department programs, including: Head Start, Early Head Start, and Teenage Parent Program (TAPP). Ensure compliance with all applicable federal, state, and local rules, regulations, licensing and policies related to Head Start, Early Head Start, and TAPP programs. Integrate multiple funding streams and community partners to provide the best possible services to children and families. Serve as part of the Invest Early Leadership team to provide quality integrated early childhood programing while ensuring Federal Head Start regulations are met.

Application for Employment

Job Posting Information



  • Bachelor’s degree in Business, Education, Social Service, or related field.
  • More than 5 years’ experience in comparable administrative position
  • Supervisory Experience


  • DHS Background Study
  • Employee Health Certification upon hire, including COVID-19 Vaccination
  • Valid Driver’s License or access to reliable transportation
  • MVR Approval for use of agency vehicles


  • 40 Hours/Week and 12 Months/Year
  • Daytime weekday shift- no nights, weekends, or holiday shifts.
  • Grand Rapids, MN


  • Wage scale of $31.75 to $46.87/hour
  • Scheduled Raises & Cost of Living Adjustments



  • Generous Paid-Time-Off (PTO) Package + 13 Paid Holidays/year
  • Medical, Dental, Vision, Life & Disability Insurances
  • Health Savings Account & Flexible Spending Account options
  • Retirement Plan with option for employer contribution
  • Tuition Assistance opportunities & Loan Forgiveness qualifying credit
  • Many Training and Professional Development opportunities


Job Description


  • Education
    • Bachelor’s degree in Business, Education, Social Service, or related field.
  • Experience
    • Minimum: more than 5 years Comparable Administrative Responsibilities
    • Supervisory Experience
  • Authorizations
    • DHS Background Study
    • Employee Physical/TB Risk Assessment
    • MVR Approval for use of agency vehicles
    • COVID-19 Vaccination
  • Abilities
    • Ability to proficiently operate copy/fax machines, telephone, and computers and software, including email, spreadsheets and word processing.
    • Excellent oral and written communication skills.
    • Ability to manage time that results in both a satisfactory quantity and quality of work.
  • Other Knowledge
    • Working knowledge of: child abuse laws, Head Start Performance Standards, state licensing requirements (DPW #3), USDA guidelines, and community resources.

Primary Duties & Responsibilities

This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.

Area 1: Funding/Fiscal & Administrative

  • Write grant applications and secure funding for ongoing program operations, as well as new and innovative programs that meet the needs of low income households.
  • Collaborate with the Education Department’s Fiscal representative to develop and manage department wide budgets. Work with the agency fiscal department to monitor expenditures and make adjustments as needed.
  • Work in collaboration with the agency Fiscal department to ensure requests for funds and reports to funding sources are submitted accurately and timely.
  • Ensure all regulations for the Child and Adult Food Care Program (CACFP) are met, including the preparation and submission of reports in a timely manner.
  • Ensure sufficient In-Kind process and procedures are in place and meeting the Federal requirement of a 20% non-Federal share.
  • Develop and maintain Memorandums of Understanding (MOUs) with partner school districts.
  • Represent the Education department at bimonthly Agency Operations Team meetings.
  • Provide leadership in the Invest Early (IE) collaboration. Serve on IE leadership, Nuts + Bolts, and training committees to ensure all HS regulations are being met within the collaborative classrooms.
  • Ensure all contracts are up to date and recorded at all times.
  • Use authority to make decisions committing the agency in a strategy area.

Area 2: Program Planning & Ongoing Monitoring

  • Develop program long-range goals and short-term objectives that meet funding source guidelines and improve program-wide goals and objectives.
  • Work with department and agency leadership to ensure necessary process and procedures are in place that guarantees program compliance in all program areas including: Health, Safety, Nutrition; Education; Special Needs/Mental Health; Family & Community Partnerships; Enrollment; Recruitment & Attendance; Fiscal; and Human Resources.
  • Within the Head Start guidelines, determine areas in the community where Head Start services will be offered, including program options. Develop, coordinate, arrange, and provide plans to use all available community resources for Head Start children/families.
  • Establish a process that ensures implementation of criteria for selection of children within applicable laws and HHS guidelines.
  • Work with the Education Leadership Team, program parents, agency staff, and Board of Directors to complete an annual self-assessment. Analyze and interpret information and develop a plan to improve program process and guide ongoing program planning.
  • Establish and maintain a system of ongoing monitoring and continuous program improvement.
  • Work with agency team to develop a HS community wide needs assessment every five years and update yearly in accordance with Head Start Performance Standards. Assist in the Agency wide community needs assessment completed every 3 years.

Area 3: Program Governance

  • Maintain a parent Policy Council that is responsible for the direction of the Head Start program. Develop and maintain an open and viable working relationship with parent representatives to ensure the work of Head Start is achieved. Ensure participation of parents in accordance with the performance standards.
  • Maintain a system of shared decision making between the Governing Board and program wide Policy Council.
  • Prep and plan for Policy Council Meetings and Policy Council Sub Committees. Prepare and report Leadership Report to the PC on a monthly basis.
  • Conduct annual and on-going Policy Council and Board member training.
  • Secure Board of Director and Policy Council approval on all required documents and funding applications.
  • Present information about the program to Board, Policy Council, and community as needed.
  • Make recommendations to the Executive Director regarding Head Start personnel policies and practices to ensure compliance with agency policies.

Area 4: Staff Development & Support

  • Develop and grow a strong internal leadership structure based on mutual respect.
  • Oversee the hiring, training, and support of new Education Leadership Team staff.
  • Maintain the Agency’s comprehensive onboarding process to ensure new staff have the resources and support needed to be successful.
  • Develop clear rolls and responsibilities for Education Leadership Team staff.
  • Initiate annual reviews of job descriptions, working conditions, and scheduling.
  • Complete Annual Staff Evaluations and ‘End of Orientation’ evaluations that include goals and professional development opportunities.
  • Assist Agency leadership in establishing and monitoring the procedures for annual Head Start Teaching staff performance evaluations, and ensure their completion.
  • Recognize staff for skills and strengths. Assist staff in reaching goals for improvement. Provide progressive disciplinary action and assist with termination procedures when necessary.
  • Respond to emails phone calls and communications in a timely fashion to ensure staff are supported.
  • Provide routine communication to Education Leadership Team and Teaching staff on agency and program information and topics.

Area 5: Community Work

  • Responsible for the public relations function for the program.
  • Work with the Head Start leadership team to identify community organizations and businesses that may provide support and resources to the Head Start program, families, and children.
  • Seek out and develop meaningful community partnerships for the Head Start program. Monitor, evaluate and update written agreements as needed.
  • Forge organizational and system partnerships.
  • Be a key advocate for low income people. Work effectively with community providers while serving as an advocate for families experiencing poverty.

Job Factors

Supervision of Others: 

  • Responsible for assigning, instructing, and checking the work of 8 to 10 other employees in 2 or more geographic locations.

Safety of Others

  • Responsible for the safety of others on the job. Provides oversight of work groups and/or public served. Implements and enforces safety standards for self and others.


  • Contact is both inside and outside the agency, and includes regular making of formal presentations, negotiations, or coordination of work.

Physical Demand

  • Must be able to lift 50 pounds.
  • Requires sitting, standing, bending, stooping and reaching.


  • Must have reliable transportation.
  • Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on the vehicle used for work related travel.
  • Travel for completion of job duties, trainings and meetings as required.

General Agency Requirements


  • Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with clients, customers, co-workers, providers, volunteers, and supervisors.
  • Treat clients, co-workers, and the public in a respectful and courteous manner at all times.
  • Continue to develop skills and abilities.

Community Representation:

  • Represent KOOTASCA Community Action, Inc. in a positive manner.
  • Adhere to the Community Action Code of Ethics.
  • Seek to understand poverty and the barriers faced by community members.


  • Maintain confidentiality of agency, program, and client information.

KOOTASCA Community Action, Inc. is an Equal Opportunity (EEO) and Affirmative Action (AA) Employer. We recruit, hire, place, promote, terminate, layoff, recall, transfer, compensate, and train without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, disability, veteran status, status with regard to public assistance or any other basis protected by applicable federal, state, or local law. This information will be made available in alternative formats upon request.