Child Youth & Family Services Division Director

Community Action Partnership of San Luis Obispo County - San Luis Obispo, CA

Position Summary:
The Child, Youth and Family Services Division (CYFS) Director is responsible for the administration, implementation, operation and review of the Migrant and Seasonal Head Start, Head Start/Early Head Start and State Child Development, Center Based Programs, Family Child Services Division, Child Care Resource Connection (Alternative Payment and Resource and Referral). The Division Director will provide direction and leadership in the delivery of services and oversee the day-to-day operations through the direct supervision of program managers and coordinators. The Director ensures that 1) all Program mandates and standards for excellence are met on a daily basis, 2) all fiscal, legal and programmatic grant and contract requirements are met and maintained, and 3) the Division is strategically positioned for the future through leadership, planning and development of programs and potential funding sources. Serves as an advocate on the community, state and national levels for increasing opportunities for disadvantaged children and families. Supports CAPSLO’s mission by ensuring all CYFS programs are operated effectively and efficiently in order to provide services to as many families and individuals possible in the communities where CYFS operates.
Essential Functions:

1. Administration of the CYFS Division
a. Includes the Migrant and Seasonal Head Start (MSHS), Regional Head Start/Early Head Start Program (HS/EHS), State Child Development (SCD) Center Based Programs, Child Care Resource Connection (CCRC), and Family and Community Support Services (FCSS), and Program Design and Environmental (PDI) team.
b. Provides leadership and direction in working with and as a member of the Executive Leadership team.
i. Plans and directs the current and future CYFS Division in concert with the CEO, Board of Directors, Policy Councils (PC), and other Administrative Staff as appropriate.
c. Utilizes agency resources to enhance CYFS Division services and communicates needs to the appropriate individual/group, Executive Leadership Team, the Board, Policy Councils, middle and/or upper management in a timely manner.
d. Assists and advises in creating the Staff Development Plan for the CYFS State and Regional HS Director, MSHS Director, the SCD Center Director, CCRC Director, FCSS Director, PDI Director, Finance Specialist’s and Program Manager. 
i. In coordination with the Human Resources Director and Assistant HR Director ensures that goals are in accordance with any needs that are identified in the employee’s Performance Appraisal.
e. Oversees the development of CYFS financial plans and budgets
i. In conjunction with the Chief Executive Officer (CEO), Chief Operations Officer (COO), and Chief Financial Officer (CFO) and/or individual program/project Directors, as appropriate
ii. Including operating costs, capital expenditures, etc.
iii. In conjunction with the CFO and CEO, implements internal and external reporting systems and procedures for monitoring and controlling CYFS fiscal activities within budget constraints such as purchasing, property procurement, inventory control, facilities acquisition, monitoring operating and payroll expenses incurred by each CYFS project/program.
iv. Ensures that all CYFS local, State and Federal funding applications are submitted on time.

2. Implementation of CYFS Programs
a.Develops effective management systems and procedures in a written plan that supports the implementation of program services such as: 
i. Systematic program planning procedures
ii. Responsive and smooth communication systems, and 
iii. Efficient record keeping and reporting systems. 
b. Develops within the written administrative plan, policies and procedures for program self-assessment and delegate agency monitoring that ensure: 
i. Continual progress toward meeting program objectives, 
ii. Regular progress monitoring, and 
iii. Identification and remedy of program weaknesses.
c. Regularly evaluates and reports progress toward meeting CYFS program goals to the CEO and the Executive Leadership Team.

3. Operation of CYFS Division
a. Oversees the provision of Head Start, Early Head Start, Migrant and Seasonal Head Start, and State Child Development Programs that serve over 4,500 children annually in over 200 centers and family child care homes in ten counties.  Provides oversight to subsidized child care services to over 1,100 families and 1,800 children annually in San Luis Obispo County through the agency's Child Care Resource Connection. Establishes and maintains positive relationships with parents and parent groups by setting the example and ensuring that staff are trained in how to communicate and work with parents effectively.
i. Provides leadership to staff in recognizing and demonstrating the importance of welcoming and maximizing parent involvement in the CYFS programs.
ii. Ensures that parents and parent groups are directly involved in the development and/or approval of decision-making, policy development, self-assessments and activities of each of the Division programs and ensures that applicable policies and procedures are followed including adequate and appropriate documentation per individual project/program and auditing requirements.
iii. Works with Policy Councils for HS and MSHS.
b. Directly hires, or approves the hiring of key staff employed within the CYFS Division.
i. Oversees directly, or by delegation, the supervision and monitoring responsibilities to ensure the adequate and appropriate staffing of the various program/projects within the CYFS Division.
c. External Communication
i. Corresponds with and exchanges information about program issues, guidance, suggestions and questions with the various Federal, State and local CYFS related individuals and groups as defined in the CAPSLO Communications Diagram and corresponding narrative.
ii. Follows current and future CYFS operations; e.g., review and/or preparation of agency press releases, articles, informational brochures and publications.
d. Internal Communication
i. Establishes, maintains and regularly monitors the 2-way flow of written and oral communication/information among and between CYFS personnel (as defined in the CAPSLO Communication Diagram and accompanying narrative), CAPSLO agency administration, Board and parent Policy Councils (as needed) in order to ensure that all entities are appropriately and continually informed; e.g., informing PCs or staff of monthly ADA figures, monthly in-kind and financial status reports. 
ii. Conducts regular management meetings.
e. Information Management
i. Ensures that the Regional  HS, MSHS,  SCD Director, CCRC Director, FCSS Director, PDI Director, Program Manager, CEO, COO, CFO, Human Resources Director, Planning and the CAPSLO Board of Directors and Policy Councils generate and/or receive regular, relevant CYFS budget status information, notices, internal memoranda and correspondence plus program monitoring reports and recommendations as appropriate.
1. E.g., results of annual self-assessments, federal monitoring findings, Training/Technical Assistant Needs Assessment results, annual Community Needs Assessment analysis and accompanying recommendations.

4. Review operations to ensure program compliance
a. Ensures that all CYFS grant and contract specifications are met.
b. Participates in audit entrance and exit interviews. 
c. Works to resolve directly, or by delegation, all audit exceptions and ensures that all related management recommendations are implemented. 
d. Reviews monthly in-kind/non-Federal match reports to ensure that all local sources of in-kind funding are utilized and properly documented in the amount needed to meet the CAPSLO Regional HS grant and MSHS grant non-Federal match requirements.
e. Monitoring Program
i. Regularly monitors, through reports and periodic site visits, the delivery of services to all the children and families served in CYFS programs.
ii. Prepares monthly reports/summaries by project which assess progress toward meeting program and component goals and objectives plus other problems and issues that may need to be addressed.
iii. Coaches CYFS Program Directors in ways to improve their monitoring skills.
iv. Financial - Reviews financial reports by CYFS project/center on a monthly basis with Program Directors to ensure that expenditures are within budget constraints.

5. Strategically plan for future growth
a. Oversees new grant applications and program development.
b. Plans, prepares for and develops new funding sources.
c. Works with Planning Department and Executive Leadership Team.

6. Advocate on local, state, and national levels
a. Plans for and develops utilization of community resources.
b. Initiates and maintains working relationships with public and private agencies that can provide supporting services to CYFS programs.
c. Mobilizes available local, state and federal resources to increase the scope and quality of programs for the Child, Youth and Family Services within CAPSLO.
d. Provides leadership and direction in developing continuous community planning to promote collaborative action with other agencies in order to improve, share and augment services, staff, information and funds including service coordination and joint training, identification and resolution of service delivery problems.
i. Represents the CYFS Division programs at the community, state and national levels. 
7. Other Duties As Assigned
a. Performs other duties as instructed by the CEO to carry out the CAPSLO administrative and programmatic activities necessary to fulfill the roles and responsibilities of the CYFS/agency.
Knowledge, Skills, and Abilities:
1. Uses best practices and demonstrates up-to-date knowledge and skills in technology.
1. Must have excellent computer skills with knowledge of and experience in Microsoft Office programs (MS Word, Excel, Outlook, PowerPoint and G Suite computer software.).
2. Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency. As a supervisor, must assure all direct reports understand their role in accomplishing the above.
3. Work effectively with families from diverse backgrounds, culture, languages, ethnicities, experience, abilities and temperaments. 
1. Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
2. Ability to manage confidential information.
Supervisory Responsibilities:
Supervises the CYFS Regional HS Director, MSHS Director, FCSS Director, CCRC Director, PDI Director, Data Systems, ERSEA and Program Manager. Ensures that the individuals hired in each position meet the minimum qualifications and are performing their job responsibilities at or above a satisfactory level.
Work Environment:
Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.
Physical Demands:
Position requires intermittent sitting, standing, walking, twisting, and bending. Must be able to lift up to 30 pounds. Simple grasping and hand manipulation required as well as reaching above and below shoulder level. 
Position Type/Expected Hours of Work:
This is a regular, fulltime, 40 hours per week with additional hours as needed.  Flexible work hours required, including, but not limited to, evenings and weekends.
The Division Director is away from home and overnight travel for up to 10 days a month. Must have dependable, insured transportation and valid California Driver license (mileage to be reimbursed) and acceptable driving record. A DMV printout and proof of insurance will be required.
Required Education and Experience:
1. Bachelor’s Degree in Early Childhood Education, Child Development, and Human Development or related with emphasis on Child and Family Studies. Prefer Master’s Degree in Management, Finance or Business Administration; and
2. Six years progressively responsible work experience in the area of social services, human services, or community action programs preferably in the area of service delivery to low-income children and families 
3. Minimum of five years’ experience in administration and supervision.
4. Experience in program management, including program planning, operations and evaluation, and the use of management information systems.
5. Experience in budget development and fiscal management.
6. Ability to work in a multi-cultural, interdisciplinary environment and with diverse community based agencies. 
License & Certifications:
1. California Program Director Permit desired
Additional Eligibility Qualifications:
1. Bilingual and bi-literate in Spanish and English desired.
2. Must provide certificates of completion of approved pediatric first aid and pediatric CPR training within 30 days of hire. Employee is responsible for renewing and maintaining a valid CPR/first aid certification at all times.
3. Position will require some unusual hours and occasional overnight travel for up to 10 days at a time.
4. Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children. 
5. Employment is contingent upon meeting all job requirements and background requirements: criminal history check, education verification, acknowledgement of child abuse reporting responsibility, criminal record statement, etc. A criminal history clearance is required within seven 
days of completing the Live Scan. 
6. Employment in Head Start, Early Head Start, Migrant & Seasonal Head Start Programs is contingent upon approval of the Policy Council.
7. Attend Head Start, State association/board meetings conferences and workshops on the federal, state and local level as deems necessary. 
8. Attend all required staff and parent meetings and activities and ensure a favorable work climate.
9. Find appropriate facilities for all centers as necessary.
10. Participate in Health Advisory Board meetings.
11. Become familiar with the Head Start School Readiness Goals as defined within the Performance Standards and the Agency’s implementation   
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Reasonable Accommodations:
I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 
I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.


Job Details

Category: Management

Type: FT

Location: San Luis Obispo, CA

Salary: Competitive Salary

Posted On: July 29th, 2020

Agency Details


Community Action Partnership of San Luis Obispo County Inc. (CAPSLO) has been San Luis Obispo County’s federally-designated community action agency since 1965. In 2019, Community Action Partnership served over 38,000 persons across San Luis Obispo County and ten other central and southern California counties.

Through a variety of programs and in collaboration with other community service agencies, CAPSLO helps individuals and families achieve self-sufficiency and economic stability through programs that focus on:

  • high-quality early education and child care
  • accessible, affordable dependent care
  • addressing barriers to safe, affordable housing and basic needs
  • health services and education
  • resource connection and navigation