External Job Posting: Enrollment & Office Support Coordinator

Job Summary

Oversee and manage all office and ERSEA functions within the Education Department, including but not limited to the enrollment of families in accordance to Head Start / EHS rules and regulations. Assist the Program Director in providing accurate and timely reporting and with communication between the agency’s Education and Fiscal Department, in regards to the financial position of the Head Start program. Complete Scholarship billing processes, submit annual PIR reports, and provide oversight of ChildPlus database.

Application for Employment

Job Posting Information


RATE OF PAY: Entry Wage of $17.46 with Wage Range of $17.46 to $26.18 per Hour.

SCHEDULE: 40 Hours per Week; Monday- Friday


  • Generous Paid-Time-Off (PTO) Package & 13 Paid Holidays per year.
  • Health, Dental, Vision, Life, & Disability Insurance, Flexible Spending Accounts, Retirement Plan with option for employer contribution, & Employee Assistance Program.
  • Training & Professional Development, Tuition Assistance opportunities, Loan Forgiveness qualifying credit.
  • Scheduled raises & Cost of Living Adjustment.

LOCATION: Grand Rapids, MN

APPLYING: Applicants must submit a KOOTASCA application to be considered.

CLOSING DATE: This position will remain open until filled. Applications will begin being reviewed on Tuesday, February 16th, 2021.

Job Description


  • Education
    • Minimum: High School Diploma and additional training
    • Preferred: Associates or Two Year College Degree in accounting, business, secretarial science, or related field.
  • Experience
    • Two years office experience in similar setting.
    • Experience with billing and payments preferred.
  • Authorizations
    • Pre-Employment Public Record Search (Hires w/ Fiscal Responsibilities)
    • DHS Background Study
    • Employee Physical & TB Risk Assessment
  • Skills
    • 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.
  • Abilities
    • Demonstrated ability to work independently and as a team member.
    • Must be able to handle diverse work problems on a daily basis.
    • Must be able to organize a work schedule, set priorities and work effectively to meet deadlines without supervision.
    • Must be able to adjust to changes necessitated by last minute assignments and deadline requests that may prove stressful.
    • Must be able to work flexible hours as needed in order to meet the needs of the clients.
    • Attend trainings, classes, and meetings as necessary to improve job skills and maintain an acceptable level of job performance,
  • Other Knowledge
    • Computer proficiency, including word processing, database application, and spreadsheet knowledge.
    • Proficiency with Microsoft Office preferred.

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: Department Operations

  • Administrate the tracking/reporting system (ERSEA) for all Head Start & Early Head Start (EHS)
  • Maintain and track department-wide contracts and agreements.
  • Ensure department-wide information on agency website is accurate and up to date.
  • Oversee the updating and changing of Education Department forms and bring them to the Intake committee for approval as needed.
  • Oversee the updating of In-Kind rates annually.
  • Oversee the administration of the ChildPlus system as performed by the Data System Specialist.
  • Oversee program In-Kind verification, tracking and input from families, staff, and other sources to ensure accuracy and correct
  • eligibility of activities. Keep all forms and files up to date on our staff website and our program drive.
  • Oversee the completion of yearly Program Information Report (PIR) for Head Start and Early Head Start and submit within
  • indicated time frame.
  • Work with Director of Education in the development and submission of Annual Report to the Public.
    As part of the Head Start Leadership team assist in program planning and ongoing development of the Education programs.

Area 2: Enrollment

  • Work with Invest Early partners to enroll families into the Head Start program by determining the eligibility of families for enrollment and doing all necessary paperwork.
  • Maintain an active waiting list and ensure all vacancies are filled within the 30 day time limit.
  • Enroll and place students in extended day and summer care programs.
  • Oversee Scholarship and CACFP billing and tracking of payments.
  • Oversee monthly attendance audit process for CACFP, and submit as required.

Area 3: Supervision of Others

  • Supervise Education Clerical/Office Support staff to ensure functions are done timely and accurately.
  • Provide training and mentorship as needed. Complete annual performance evaluations with staff. Work with HR to follow disciplinary procedures if necessary, per KOOTASCA policies.

Job Factors

Supervision of Others: 

  • Responsible for assigning, instructing, and checking the work of 1 to 3 other employees in 1 geographic location.

Safety of Others

  • Minimal responsibility for the safety of others. Probability of injury to self or others is remote.


  • Contact is with other employees, departments, customers, public, and others.

Physical Demand

  • Must be able to lift 25 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.