Temporary Compliance Coordinator
Community Action Partnership, Santa Rosa, CA, United States
Temporary Compliance Coordinator
Estimated timeline for this temporary position is 4-7 months
Job Description
EXEMPT:
No
SALARY LEVEL:
$24.00 per hour
DEPARTMENT:
ECE
LOCATION:
Santa Rosa Central Office and multiple offsite centers in Sonoma County
REPORTS TO:
Assistant Director ECE
HOURS : FT-40 hours per week
Date:
2026
APPROVED BY:
Human Resources Director
Summary of Position
The Compliance Coordinator is responsible for ensuring full compliance with Office of Head Start regulations, including the Head Start Program Performance Standards (HSPPS), as well as State of California licensing requirements and agency policies.
This position will oversee the program’s compliance system, maintaining staff and site licensing files, program policies and procedures, supporting the implementation of a program monitoring system, supporting data‑driven decision‑making, and ensuring readiness for federal and state reviews. The role is critical in maintaining high‑quality services for children and families in Sonoma CAN.
1. Licensing Compliance & File Management
Maintain, organize, and monitor staff and site files to ensure full compliance with applicable licensing regulations, including California Department of Social Services Community Care Licensing Division and Office of Head Start requirements.
Ensure all staff records are complete and current, including background clearances, fingerprinting, health screenings, immunization records, required certifications (CPR/First Aid, Mandated Reporter), education documentation, and ongoing professional development/training records (Child Plus).
Oversee and maintain site licensing files, ensuring required documentation (facility licenses, waivers, fire clearances, safety inspections, emergency preparedness plans, child records, health and safety documentation) is up to date.
Conduct regular internal file reviews and monitoring to identify gaps and follow up with staff for timely corrections.
Provide technical assistance and training to site staff on compliance documents and licensing requirements.
Serve as a liaison during licensing inspections, audits, and federal reviews, ensuring all required documentation is accessible and compliant.
Develop and implement systems and tracking tools to ensure timely updates and ongoing compliance of all files.
2. Monitoring System Oversight
Support the implementation of an agency‑wide monitoring plan covering all service areas: ERSEA, Education & School Readiness, Health, Family & Community Engagement, Disabilities Services.
Conduct ongoing monitoring activities including site visits, file reviews, documentation checks, and classroom and service area compliance reviews.
Ensure timely follow‑up and resolution of findings and non‑compliances.
3. Training & Capacity Building
Support staff in understanding compliance expectations and documentation requirements.
Provide ongoing training and technical assistance to staff.
Develop tools, checklists, and guidance documents to strengthen compliance practices.
4. Policy & Procedure Alignment
Ensure integration of compliance into daily operations.
Support implementation of procedures across all program areas.
5. Federal & State Review Preparation
Provide support in preparation for federal monitoring reviews (Focus Area 1 & 2).
Coordinate mock reviews and internal audits.
Coordinate document collection and review logistics.
Serve as a point of contact during monitoring visits.
6. Continuous Quality Improvement (CQI)
Support ECE leadership in planning processes, including program self‑assessment, strategic planning, and ongoing monitoring reports.
Collaborate with leadership to implement quality improvement plans.
Track progress on program goals and compliance indicators.
7. Cross‑Functional Collaboration
Partner with service area coordinators and managers to address compliance gaps.
Participate in HS‑EHS leadership team meetings.
Support governance reporting (Policy Council, Board).
Requirements
Required Skills/Abilities
Strong knowledge of Head Start regulations, performance standards and compliance.
High level of attention to detail and organization.
Strong data analysis and reporting skills.
Ability to train, coach, and support staff.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and deadlines.
Advanced proficiency with Google Docs and Sheets.
Ability to work in a fast‑paced, dynamic environment with minimal supervision.
Required Certifications, Licenses, and Health Clearances
Valid California Driver’s License and a properly insured vehicle for use on the job.
Background check DOJ completion prior to beginning work.
Current TB clearance (within one year).
MMR, Tdap vaccinations required; Flu shots highly recommended.
Required Education and Experience
Minimum 2‑3 years of experience in Head Start/Early Head Start Program or similar program.
Experience with compliance monitoring, audits, or program oversight.
Preferred Education
12+ ECE/24+ ECE Units and/or
Associate’s degree in Early Childhood Education, Public Administration, Social Services, or related field or equivalent combination of education and experience.
Experience preparing for federal reviews strongly preferred.
Work Environment
The work environment is a professional office environment with typically moderate noise levels.
Physical Demands
While performing job duties, the employee is frequently required to sit, use the computer keyboard and mouse, use hands to finger, handle, and feel, reach with hands and arms, and talk or hear. The employee may occasionally be required to stand, walk, stoop, crouch, and lift/move up to 10 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Other Duties
Note that 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.
We make employment decisions based on qualifications, merit, and organizational needs. Our hiring process complies with all federal, state, and local laws related to equal employment opportunity and nondiscrimination. We welcome applicants from all backgrounds and encourage individuals who meet the qualifications to apply.
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Estimated timeline for this temporary position is 4-7 months
Job Description
EXEMPT:
No
SALARY LEVEL:
$24.00 per hour
DEPARTMENT:
ECE
LOCATION:
Santa Rosa Central Office and multiple offsite centers in Sonoma County
REPORTS TO:
Assistant Director ECE
HOURS : FT-40 hours per week
Date:
2026
APPROVED BY:
Human Resources Director
Summary of Position
The Compliance Coordinator is responsible for ensuring full compliance with Office of Head Start regulations, including the Head Start Program Performance Standards (HSPPS), as well as State of California licensing requirements and agency policies.
This position will oversee the program’s compliance system, maintaining staff and site licensing files, program policies and procedures, supporting the implementation of a program monitoring system, supporting data‑driven decision‑making, and ensuring readiness for federal and state reviews. The role is critical in maintaining high‑quality services for children and families in Sonoma CAN.
1. Licensing Compliance & File Management
Maintain, organize, and monitor staff and site files to ensure full compliance with applicable licensing regulations, including California Department of Social Services Community Care Licensing Division and Office of Head Start requirements.
Ensure all staff records are complete and current, including background clearances, fingerprinting, health screenings, immunization records, required certifications (CPR/First Aid, Mandated Reporter), education documentation, and ongoing professional development/training records (Child Plus).
Oversee and maintain site licensing files, ensuring required documentation (facility licenses, waivers, fire clearances, safety inspections, emergency preparedness plans, child records, health and safety documentation) is up to date.
Conduct regular internal file reviews and monitoring to identify gaps and follow up with staff for timely corrections.
Provide technical assistance and training to site staff on compliance documents and licensing requirements.
Serve as a liaison during licensing inspections, audits, and federal reviews, ensuring all required documentation is accessible and compliant.
Develop and implement systems and tracking tools to ensure timely updates and ongoing compliance of all files.
2. Monitoring System Oversight
Support the implementation of an agency‑wide monitoring plan covering all service areas: ERSEA, Education & School Readiness, Health, Family & Community Engagement, Disabilities Services.
Conduct ongoing monitoring activities including site visits, file reviews, documentation checks, and classroom and service area compliance reviews.
Ensure timely follow‑up and resolution of findings and non‑compliances.
3. Training & Capacity Building
Support staff in understanding compliance expectations and documentation requirements.
Provide ongoing training and technical assistance to staff.
Develop tools, checklists, and guidance documents to strengthen compliance practices.
4. Policy & Procedure Alignment
Ensure integration of compliance into daily operations.
Support implementation of procedures across all program areas.
5. Federal & State Review Preparation
Provide support in preparation for federal monitoring reviews (Focus Area 1 & 2).
Coordinate mock reviews and internal audits.
Coordinate document collection and review logistics.
Serve as a point of contact during monitoring visits.
6. Continuous Quality Improvement (CQI)
Support ECE leadership in planning processes, including program self‑assessment, strategic planning, and ongoing monitoring reports.
Collaborate with leadership to implement quality improvement plans.
Track progress on program goals and compliance indicators.
7. Cross‑Functional Collaboration
Partner with service area coordinators and managers to address compliance gaps.
Participate in HS‑EHS leadership team meetings.
Support governance reporting (Policy Council, Board).
Requirements
Required Skills/Abilities
Strong knowledge of Head Start regulations, performance standards and compliance.
High level of attention to detail and organization.
Strong data analysis and reporting skills.
Ability to train, coach, and support staff.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and deadlines.
Advanced proficiency with Google Docs and Sheets.
Ability to work in a fast‑paced, dynamic environment with minimal supervision.
Required Certifications, Licenses, and Health Clearances
Valid California Driver’s License and a properly insured vehicle for use on the job.
Background check DOJ completion prior to beginning work.
Current TB clearance (within one year).
MMR, Tdap vaccinations required; Flu shots highly recommended.
Required Education and Experience
Minimum 2‑3 years of experience in Head Start/Early Head Start Program or similar program.
Experience with compliance monitoring, audits, or program oversight.
Preferred Education
12+ ECE/24+ ECE Units and/or
Associate’s degree in Early Childhood Education, Public Administration, Social Services, or related field or equivalent combination of education and experience.
Experience preparing for federal reviews strongly preferred.
Work Environment
The work environment is a professional office environment with typically moderate noise levels.
Physical Demands
While performing job duties, the employee is frequently required to sit, use the computer keyboard and mouse, use hands to finger, handle, and feel, reach with hands and arms, and talk or hear. The employee may occasionally be required to stand, walk, stoop, crouch, and lift/move up to 10 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Other Duties
Note that 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.
We make employment decisions based on qualifications, merit, and organizational needs. Our hiring process complies with all federal, state, and local laws related to equal employment opportunity and nondiscrimination. We welcome applicants from all backgrounds and encourage individuals who meet the qualifications to apply.
#J-18808-Ljbffr