Community Action Organization
  • 11-Oct-2017 to 05-Nov-2017 (PST)
  • Head Start
  • Hillsboro, OR, USA
  • $54,641.60-60,105.75
  • Salary
  • Full Time

Benefits Eligible

Position Title:

Contracts & Systems Manager


Head Start

Open Date:

October 11, 2017

Reports to:

Director of Head Start

Close Date:

November 5, 2017

Work Location:

Hillsboro, OR

Hiring Range:

$1,050.80-1,156.00 Weekly

FLSA Status:


Position Status:

Regular Full-Time (RFT)

Full-Time Equivalent:


Work Hours Per Week:


Number of Positions:


Months Active:


Positions Supervised:



Under Oregon statute, after July 1, 1996, an offer of employment for this position is contingent upon the results of criminal offender information record check, and possibly fingerprinting, conducted on applicants for employment in early childhood services agencies.  Applicants who have been convicted of certain offenses or who refuse to consent to such background checks will not be hired for this position.
 The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.   Continuation of all positions is contingent upon future funding.

Position Summary:

In support of the Agency's mission, the Contracts & Systems Manager is responsible for ensuring the provision of high quality comprehensive early childhood services by effectively leading, managing, and supervising all aspects of assigned Head Start/Early Head Start components.  The Contracts & Systems Manager is directly responsible for the oversight of the ERSEA component, CACFP and Food Services, and Transportation.  Additionally and in collaboration with Head Start/Early Head Start program management, this position is responsible for management of program grant processes, including grant preparation, tracking, and reporting as well as coordinating department-wide reporting efforts for funding sources.  The Contracts & Systems Manager operates at all times in accordance with Agency philosophy, goals, and values, and in compliance with all applicable federal, state and local laws and Head Start Program Performance Standards. 

Essential Functions and Responsibilities:

  • Coordinate, prepare, and submit grant applications as needed to support the Head Start program. Assist with grant research and proposal development as needed.
  • Coordinate with Director of Head Start and administrative support staff to maintain complete central grant & contract files.
  • Manage contracts and/or memoranda of understanding (MOUs) with external service providers including the Department of Human Services, school districts, and others as assigned.
  • Take the lead in tracking and reporting data for the annual Program Information Report (PIR), collaborating with other staff as needed to ensure accuracy and completeness of information.
  • Provide direct supervision to staff as assigned. Provide a thorough program orientation to incoming staff, frequent support and feedback, encourage professional development, and prioritize work assignments to ensure components are functioning in an organized and efficient manner.
  • Coordinate program-wide reporting system. Provide support in designing and implementing program reporting and evaluating methods.  Prepare program reports as needed.
  • Edit all internal documents and Head Start program correspondence to community partners and funding sources. Coordinate efforts with Resource Development Department to ensure that all documents comply with agency-wide communication standards.
  • Research and address technical/software issues and file management issues that affect the preparation and/or submission of grants and reports.
  • Assist in conducting comprehensive annual Self-Assessment of the program; perform data analysis, compile results, and assist in developing reports for Policy Council and Board of Directors.
  • Provide support and supervision to ERSEA & ChildPlus Supervisor on ChildPlus and any other child and family information systems for quality control according to the Head Start Performance Standards including work plans, communication, planning, self-assessment, community assessment, and recordkeeping systems.
  • Prepare Annual Report every year according to Head Start Rules and Regulations, including all the required components.
  • Supports the Director of Head Start by assisting with the strategic planning process, which may include but is not limited to: establishing timelines, objectives, and processes with the assembled team, ensuring that each program area has developed appropriate program goals, monitoring systems and processes, and providing integrated work plans.
  • Oversee the CACFP Supervisor and ensure that the Child and Adult Care Food Program (CACFP) and the Head Start nutrition services component is functioning in accordance with funding source requirements and licensing agencies.
  • Oversee Transportation Supervisors for compliance and implementation of transportation activities to ensure that appropriate insurance coverage, license plate and vehicle inspections are maintained on all Head Start buses; transportation manuals and policies are updated annually or as needed; and appropriate procurement procedures for vehicle and other transportation-related purposes are implemented.
  • Responsible for reviewing and analyzing Transportation expenses.
  • Strictly adhere to all safety policies and procedures at all times and respond/correct any at-risk safety issues immediately.
  • Strictly adhere to agency code of ethics and standards of workplace behavior.
  • Perform other duties as assigned to meet business needs including regular and reliable attendance and adherence to all company workplace behavior standards.

Marginal Functions and Responsibilities:

  • Other marginal functions and responsibilities as assigned.

Required Education/Training/Experience:

  • Bachelor's Degree in Early Childhood Education, Business Administration, Project Management, Nonprofit Administration, or related filed with a minimum of three (3) years of direct supervisory experience and two (2) years of experience in grants management. An equivalent combination of education and experience may be considered.
  • Demonstrated success in planning and preparing human service grant applications and proposals.
  • Ability to write and edit effectively and exceptional attention to detail.
  • Strong aptitude for gathering and analyzing information for the strategic development of a variety of funding opportunities.
  • Excellent organization skills and time management abilities.
  • Intermediate to advanced computer skill level. Must be comfortable with PC operation, word processing, spreadsheets, and managing data in databases.  Must be able to design and create reports that include formulas and that accurately report program outcomes.
  • Grammar and writing skills equivalent to 16 years of schooling.
  • Must be able to successfully pass applicable background and Oregon Central Background Registry checks prior to new hire processing and beginning actual employment.
  • Completion of appropriate Fit for Duty and TB Testing according to Head Start regulations prior to date of hire.


  • Familiarity with Community Action programs.
  • Familiarity with Washington County, OR demographic information.

Required Licensing or Other Special Certifications:

  • N/A

Required Physical Demands of Essential Functions and Responsibilities:

  • Work is conducted in a normal office environment.
  • Extensive phone use. 
  • Extensive use of video terminal and keyboarding.
  • In normal work day, may stand/walk __3__ hrs/day; may sit _5_ hrs/day; may drive __2 hrs/week; may use hands for repetitive grasping, pushing and pulling, typing and fine manipulation _4_ hrs/day; may use hands at or above shoulder level for _1_ hrs/day.
  • In normal work day, may bend, squat, and/or climb frequently.
  • Work is light in nature, lifting maximum of 20 lbs.
  • Frequent lifting and/or carrying of objects weighing up to 20 lbs.
  • Local travel required as well as occasional out of town travel.
  • May require walking or standing to a significant degree, or sitting most of the time with a degree of pushing & pulling of arm and/or leg controls.

Special Note on Central Background Registry Requirement:

In order to be offered any position within our Head Start program, you must be currently enrolled in Oregon's Central Background Registry.  If you are not currently enrolled, you may still be considered for this position, but no offer of employment may be extended to you until this requirement has been completed.  For information on how to enroll in Oregon's Central Background Registry, please visit or call the Office of Child Care at 1.800.556.6616.

How to Apply for this Position:

To be considered we must receive a completed Community Action Employment Application form.  You are welcome to also include a cover letter and resume at your option.  Transcripts may be required for certain positions.  Applications can be completed on our website: or you can print off the application to complete or pick up the application form at either of our following locations:

Hillsboro 1001 SW Baseline St, Hillsboro OR 97123

Beaverton 5050 SW Griffith Dr, Suite 101, Beaverton OR 97005

Be sure to submit your application in a timely manner.  If you choose not to complete an online application, you can send your completed application form, optional resume and cover letter and any other required documents via fax at 503.357.6057.  If you prefer to mail your application be sure to mail attention Human Resources at the Hillsboro office address above.

All application submissions will be acknowledged with a receipt notification. If you are selected for an interview, we will contact you. 

All current Community Action employees are encouraged to apply for openings at Community Action which they are interested in.  For current employees, some qualifications may be met by an equivalent combination or education and experience at the discretion of the employer.

Benefits:  All regular full-time (RFT) status positions of 0.50 full-time equivalent or higher are eligible for our outstanding benefits package including:

  • Generous paid sick and vacation time
  • 12 0bserved holidays
  • Medical, vision and dental insurance
  • Free life and long term disability insurance
  • Medex travel assistance
  • Employer-matched 403(b) retirement plan
  • Employee Assistance Program
  • Rich and diverse mission-based working environment


Community Action is an equal opportunity employer and does not discriminate on the basis of sex, age, race, color, religion, marital status, national origin, disability, sexual orientation, veteran status, or other protected status in accordance with applicable federal and state equal employment opportunity laws.  Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.

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