Family Services Supervisor

Description

 POSITION DESCRIPTION: FAMILY SERVICES SUPERVISOR
Organization: Heartbeat Music & Performing Arts Academy (HBMPAA)
Department: Early Childhood Education (ECE)
Status: Full-Time, Exempt
Base Location: San Diego, California
Service Area: All HBMPAA sites in San Diego and Riverside Counties
Reports To: Divisional Director, ECE
Salary: $60,000 annually
Work Hours: 7:00 a.m. – 3:30 p.m.

POSITION SUMMARY
The Family Services Supervisor provides organization-wide supervision and coordination of family-services operations for Heartbeat Music & Performing Arts Academy’s Early Childhood Education (ECE) division. Based in San Diego, this leadership role oversees Office Managers across all HBMPAA sites in San Diego and Riverside Counties. The Supervisor ensures the consistent, compliant implementation of family enrollment, eligibility determination, certification/recertification, family-file maintenance, parent communication, resource referral, and regulatory standards.ESSENTIAL DUTIES & RESPONSIBILITIES1. Multi-Site Supervision & Office Manager Oversight

• Directly oversee and support Office Managers managing family-services administration across San Diego and Riverside County sites.
• Establish standardized workflows, expectations, tracking systems, and documentation practices organization-wide.
• Provide continuous coaching, training, technical assistance, performance feedback, and corrective guidance to site administrative staff.
• Monitor performance regarding enrollment, file completeness, recertification, Notices of Action (NOAs), confidentiality, and strict regulatory deadlines.
• Conduct routine site visits and desk reviews to ensure adherence to HBMPAA policies and funding mandates.
• Onboard and train newly hired Office Managers and administrative personnel handling family eligibility or enrollment records.
• Escalate material compliance, staffing, or documentation concerns to the Divisional Director, ECE.

2. Eligibility, Enrollment & Certification Oversight

• Oversee intake, enrollment, and eligibility documentation for subsidized early learning and child care services across all assigned sites.
• Ensure accurate review of documentation establishing eligibility and need (e.g., income, employment, vocational/educational training, homelessness, or child protective services).
• Validate calculations for family size, adjusted monthly income, certified schedules, and family fees.
• Review complex or exception cases, offering technical direction prior to final processing.
• Sign or approve eligibility determinations strictly when formally designated as an authorized representative.
• Maintain division-wide tracking of certification periods to ensure timely recertification, parent notifications, and appointments.
• Coordinate service and schedule changes with site leadership while maintaining service continuity and compliance timelines.

3. Family Data Files & Documentation

• Establish organization-wide standards for complete, accurate, and audit-ready family data files.
• Conduct periodic audits of family files across all assigned sites.
• Ensure files contain all mandatory documentation, including applications, income calculations, NOAs, exceptional-needs notes, and emergency contacts.
• Maintain secure electronic and hard-copy records in compliance with agency standards, funding rules, and retention schedules.
• Protect confidential family information and grant authorized access strictly in accordance with law and agency policy.

4. Notices of Action (NOAs) & Family Communication

• Oversee the preparation and issuance of required NOAs and written notices regarding certification, fee changes, or disenrollment.
• Review notices for accuracy, timeliness, clarity, and inclusion of proper appeal or hearing rights.
• Train and monitor Office Managers on clearly communicating program rules, family responsibilities, and deadlines.
• Resolve escalated parent inquiries and concerns regarding eligibility, fees, or family-services procedures.

5. Family Fees, Income & Schedule Documentation

• Oversee income documentation collection and family-fee assessments.
• Validate income-calculation practices across all sites and coordinate with fiscal staff to reconcile fee information and resolve discrepancies.
• Ensure families are thoroughly informed of their income-reporting responsibilities and reportable changes.

6. Family Support, Engagement & Referrals

• Promote respectful, culturally responsive, family-centered service delivery across all locations.
• Equip site teams with up-to-date community resource guides and referral pathways (housing, food assistance, health services, behavioral health, parent education, and protective services).
• Support division-wide family engagement events, orientations, workshops, and communication initiatives.
• Assist site teams in navigating complex family circumstances that present barriers to maintaining child care services.

7. Compliance, Monitoring & Quality Assurance

• Maintain expert knowledge of Title 5, CDSS, CDE, Title 22, and other applicable contract and program requirements.
• Develop and implement routine internal monitoring systems to catch missing, expired, or non-compliant documentation early.
• Prepare sites and staff for external monitoring visits, fiscal/program reviews, and audits.
• Track corrective-action plans and report recurring compliance trends to the Divisional Director, ECE.

8. Leadership & Cross-Functional Coordination

• Partner closely with the Divisional Director, ECE, Site Supervisors, Program Directors, fiscal staff, teaching teams, and executive leadership.
• Maintain division-wide tracking systems for enrollment, vacancies, recertifications, and compliance.
• Analyze site trends and recommend strategic procedural improvements.
• Participate actively in divisional leadership, case coordination, and planning meetings as assigned.

Requirements

 MINIMUM QUALIFICATIONS Education (One of the following is required):

• Master’s Degree in Early Childhood Education; OR
• Bachelor’s Degree in Business Administration; OR
• Bachelor’s Degree in Public Administration.

Additional Preferred Qualifications & Skills:

• Minimum 3 years of progressively responsible experience in family services, case management, enrollment/eligibility, social services, early learning, subsidized child care, or program administration.
• Strong background in supervisory or multi-site administrative oversight.
• Direct experience with publicly funded child care programs (e.g., California State Preschool, CalWORKs, Head Start/Early Head Start, or Alternative Payment programs).
• Working knowledge of California Title 5 child care and development requirements.
• Proven ability to interpret complex regulations, supervise staff, manage strict deadlines, and maintain audit-ready records.
• Exceptional leadership, written/verbal communication, training, coaching, and problem-solving skills.
• High discretion and professionalism in managing confidential family information.
• Proficiency with Microsoft Office / Google Workspace and electronic enrollment systems.
• Ability and willingness to travel regularly between HBMPAA sites in San Diego and Riverside Counties.
• Bilingual (English/Spanish or another language reflective of the communities served) is highly preferred.

CONDITIONS OF EMPLOYMENT

• Must meet all applicable CDSS Community Care Licensing background-clearance, health, and training requirements.
• Must comply with mandated-reporting laws and HBMPAA child-safety policies.
• Must maintain strict confidentiality of child and family data.
• Must maintain reliable transportation and the ability to travel between program locations as assigned.
• Continued employment is contingent upon maintaining all required professional qualifications and clearances.