Matrix Human Services

DEPARTMENT: Head Start – Birth to 5 Program, Education

REPORTS TO: Project Manager

SUPERVISES: Center Records Coordinators (dotted line with Center Managers)

FLSA:  Exempt



The Record Keeping Assistant Manager provides oversight, guidance, and monitoring of the Center Records Coordinators as their dotted line supervisor. This position supports center management and administration staff with data entry and records management in accordance with agency, program, and governmental regulatory requirements.


  • BS or BA from an accredited college or university with specialization in computer science, business or public administration.
  • A combination of education and experience that could provide the required knowledge, skills and abilities, will be evaluated on an individual basis.
  • Knowledge of the principles of data processing, operating system, hardware maintenance, technical and user documentation standards, database performance monitoring and management of database.
  • Bilingual candidates are desirable (English/Spanish or English and other languages present in the local area).
  • Ability to work effectively with minimal daily supervision and guidance
  • Awareness of Head Start Program Performance Standards and Michigan Childcare Licensing Regulations
  • Effective in an environment of cultural diversity; comfortable in a collaborative, team-based work setting
  • Proficient in Microsoft Office
  • Reliable transportation is required.
  • Able to compile and analyze data to make effective recommendations and decisions
  • Effective at problem solving, attentive to detail, organized, able to prioritize between multiple-tasks, flexible with changing priorities
  • Excellent verbal and written communication skills



  • Leads Center Records Coordinators by monitoring staff performance and providing training and technical assistance to the team.
  • Represents the interest of Center Records Coordinators at the management level and in the creation of procedures.
  • Assists with attendance well-check calls.
  • Holds monthly meetings with the Center Records Coordinators to address specific needs.
  • Maintains and monitors internal procedures covering all aspects of record keeping.
  • May step in as a substitute Center Records Coordinator when needed in a center.
  • Reviews and advises on proposed projects with management team and develops schedules and priorities for accomplishment of tasks.
  • Assists the staff person responsible to track data and provide accurate information for the annual Program Information Report (PIR) as well as for monthly reports.
  • Develops a systems approach to management and meeting agency needs.
  • Continuously monitors the information needs of the Head Start/Early Head Start program.
  • Assist with recruitment of children.
  • Maintains adequate safeguards for the privacy and confidentiality of information
  • Completes required documentation of relevant activities and submit records and reports in a timely and accurate manner
  • Stays abreast of current issues and trends by participation in grantee-sponsored training, center pre-service and in-service trainings, and other continuing education, career and professional development opportunities; read and review regulations and other resources
  • Participates in and contribute to case management, parent education planning, supervisory, management team, and staff meetings as assigned. Also, attend interagency meetings, the agency’s board meetings, Parent Committee and Policy Committee meetings and other meetings, as appropriate
  • Regularly reviews policies and procedures; revise and/or create policies and procedures as necessary
  • Gathers data through ongoing monitoring, analyze for corrective and preventive actions, write and present reports, participate in annual Self-Assessment, and use outputs to inform planning and decisions
  • Performs other duties as assigned



Works in a normal office environment with usual pressures of managing personnel and dealing with time constraints. Because of multiple sites within the department and the need to meet with others within the community, it is common to drive to several locations, sometimes in inclement weather.


  • All staff will use data to help achieve program goals; apply techniques and strategies that promote a culture of learning; identify and address gaps that continuously improve our programs
  •  All personnel of Matrix must adhere to the NASW Code of Ethics and incorporate Continuous Quality Improvement efforts into their everyday performance
  • All Head Start employees must adhere to the federal regulations and requirements for Head Start operations including the Program Performance Standards, licensing regulations, and the NAEYC Code of Conduct
  • Demonstrate and actively promote an understanding and commitment to the mission and values of Matrix Human Services