Website Matrix Human Services

DEPARTMENT: Head Start – Birth to 5 Program

REPORTS TO: Assistant Education Manager Home-Based


FLSA:  Exempt



The EHS Home-Base Enrollment and Records Coordinator provides administrative and clerical support to the Birth to 5 Home-Based Program. Responsible for completing eligibility applications accurately, this role manages records for children and families in the Matrix Birth to 5 program following the Head Start Program Performance Standards, and agency policies and procedures for Eligibility, Recruitment, Selection, Enrollment and Attendance. This role is also responsible for establishing relationships with community organizations to increase recruitment efforts for potential families and attending community events on weekends and after hours. The incumbent must be flexible to accommodate parent schedules in completing home applications for our most vulnerable families. The incumbent will maintain a well-organized file system, conduct record-keeping and maintenance of data, records and reports related to the application, eligibility, recruitment, selection, enrollment and attendance of children and families, and perform additional tasks as required.


  • Associate degree in a human service field or equivalent combination of education and experience. Bachelor’s Degree preferred.
  • Prefer a minimum of one year of related clerical/administrative experience, with strong emphasis on record keeping, tracking and direct contact with the public.
  • At least two years’ experience providing services to families.
  • Able to work in a fast pace environment.
  • Ample knowledge of Head Start Program Performance Standards and Michigan Childcare Licensing Regulations preferred.
  • Effective in an environment of cultural diversity; comfortable in a collaborative, team-based work setting.
  • Proficient in Microsoft Office.
  • Reliable transportation is required.
  • 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.


  • Implement timely application processing according to the Birth to 5 eligibility and enrollment system policies and procedures.
  • Conduct eligibility interviews with applicants to ensure applications are complete and accurate.
  • Schedule appointments for potential applicants and families already enrolled.
  • Obtain confidential and pertinent information from families for data entry into applicant record in the agency data base system.
  • Help to ensure the home-based program maintains funded enrollment and an on-going wait list.
  • Analyze wait list data to assist the ERSEA team in planning the yearly enrollment process.
  • Assist/conduct regular recruitment, enrollment and registrations of families into the program. These events may require weekends and after hours.
  • Create and provide information packet for applicants (IHCP, Physical etc.).
  • File and record required home-based paperwork, i.e., parent volunteer sheets, parent meeting form, etc.
  • Maintain filing systems and eligibility files for all enrolled, previously enrolled and waitlisted applicants in the home-based program; maintain ChildPlus records.
  • Collaborate with Center Records Coordinators to potentially transfer Home-based children into available slots.
  • Maintain health records, including prenatal visits, physical examinations and immunizations in ChildPlus and provide forms to parents to be completed by doctor.
  • Monitor health documentation and regularly check medication and IHCP dates to ensure they are current and accurate.
  • Promote consistent exchange of information in all directions by communicating in a professional manner through verbal/written means while maintaining confidentiality.
  • Prioritize tasks appropriately.
  • Maintain adequate safeguards for the privacy and confidentiality of information.
  • Complete required documentation of relevant activities and submit monitoring records and reports in a timely and accurate manner.
  • Stay abreast of current issues and trends by participating 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, Head Start regulations, and other resources.
  • Participate in and contribute to case management and staff meetings; attend Parent Committee and other meetings as appropriate.
  • Perform other duties as assigned.


Works in a normal office environment with usual pressures of managing personnel and dealing with time constraints. When applicable, will be required to complete applications at perspective participant homes to accommodate. 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.



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