Matrix Human Services

DEPARTMENT: Center Operations; Head Start – Birth to 5 Program

REPORTS TO: Center Manager


FLSA:  Exempt



The Center Records Coordinator provides administrative and clerical support to Birth to 5 Center Managers and administration staff. This position is responsible for records management for the Birth to 5 program in accordance with agency, program, and governmental regulatory requirements. The incumbent will maintain a well-organized file system, conduct record-keeping and reporting, carry out ongoing monitoring, and perform additional tasks as required.


  • A Bachelor’s Degree in a human services field, or equivalent combination of education and experience.
  • At least two years’ experience providing services to families.
  • Ability to work effectively with minimal daily supervision and guidance.
  • Working knowledge 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; bilingual candidates preferred for bilingual sites.



  • Complete required center-based paperwork, i.e., parent volunteer sheets, communicable disease reporting, parent meeting form, etc.
  • Create children’s files for new enrollment and maintain child files at the center; maintain COPA/ChildPlus records.
  • Maintain health records, including physical examinations and immunizations.
  • Run monitoring reports and submit required reports to the site supervisor (Center Manager) or designee.
  • Monitor health documentation to ensure it is current and accurate.
  • Regularly check medication and IHCP dates to ensure they are current and accurate.
  • Take and record attendance, call parents regarding absences, initiate the attendance policy when needed.
  • Track volunteers and in kind documentation.
  • With the Center Manager, stay with children for late pickup.
  • Check Child Data Card for pickups by non-parents; keep card updated.
  • Follow up with parents for needed signatures, incomplete or lost paperwork, etc.
  • Conduct end of year file closeout.
  • Be the backup key holder for the center.
  • Participate in the application and enrollment of children for the program; assist in maintaining enrollment.
  • Maintain adequate safeguards for the privacy and confidentiality of information.
  • Complete required documentation of relevant activities and submit records and reports in a timely and accurate manner.
  • Stay abreast of current issues and trends by participation in grantee-sponsored training, center preservice and in-service trainings, and other continuing education, career and professional development opportunities; read and review agency policies and procedures, regulations, and other resources.
  • Participate in and contribute to case management and staff meetings; attend Parent Committee and other meetings as appropriate.
  • Regularly review policies and procedures; revise and/or create policies and procedures as necessary.
  • Perform 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.