Temporary Compliance Coordinator

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

Agency Background

The objective of Sonoma Community Action Network (Sonoma CAN) is to partner with low-income families and individuals to help them achieve economic and social empowerment, build community, and advocate for social and economic justice. Sonoma CAN operates a wide variety of programs benefiting low-income Sonoma County residents.

Our Mission: Sonoma CAN is a catalyst of equitable transformation, aligning partners and resources to implement values-based, data-driven, community-led solutions that help families reach their full potential.

Our Vision: We see our Sonoma County transformed into an empowered community of thriving families where every child is raised with joy, justice, and connection.

Our Values: Joy, Amor, Esperanza, Equity, Fuerza, Dignity, Inclusin

Our Promise: Sonoma CAN changes people's lives, embodies the spirit of hope, improves communities, and makes America a better place to live. We care about the entire community and we are dedicated to helping people help themselves and each other.

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, support in implementing program monitoring system, supports data-driven decision-making, and ensures readiness for federal and state reviews. The role is critical in maintaining high-quality services for children and families in Sonoma CAN

Essential Duties and Responsibilities

Duties include but are not limited to the following:

1. Licensing Compliance & File Management

• Maintain, organize, and monitor staff files 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, current, and compliant, including but not limited to: Background clearances and fingerprinting Health screenings and immunization records Required certifications (CPR/First Aid, Mandated Reporter, etc.) Education and qualification documentation Ongoing professional development/training records( Child Plus)
• Oversee and maintain site licensing files, ensuring required documentation is readily available and up to date, including: Facility licenses and waivers Fire clearances and safety inspections Emergency preparedness plans Child records as required by licensing Health and safety documentation
• Conduct regular internal file reviews and monitoring to ensure compliance with federal, state, and local regulations; identify gaps and follow up with appropriate staff for timely corrections.
• Provide technical assistance and training to site staff on compliance documents, documentation standards, 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.

Data Management & Analysis

• Oversee data accuracy in Child Plus
• Develop dashboards and reports to track compliance indicators.
• Analyze trends and share actionable insights with leadership.
• Support PIR, Community Assessment, Self-Assessment, and Monitoring data

Monitoring System Oversight

• Provide support in implementing an agency-wide monitoring plan covering all service areas:
• ERSEA (Eligibility, Recruitment, Selection, Enrollment, Attendance)
• Education & School Readiness
• Health (medical, dental, nutrition, mental health)
• Family & Community Engagement
• Disabilities Services
• Conduct ongoing monitoring activities including:
• Site visits (centers and home-based programs)
• File reviews and documentation checks
• Classroom and service area compliance reviews
• Ensure timely follow-up and resolution of findings and non-compliances.

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.

Policy & Procedure Alignment

• Ensure integration of compliance into daily operations.
• Support implementation of procedures across all program areas.

Federal & State Review Preparation

• Provide support in preparation for federal monitoring reviews (Focus Area 1 & 2).
• Provide support to conduct mock reviews and internal audits.
• Coordinate document collection and review logistics.
• Serve as a point of contact during monitoring visits.

Continuous Quality Improvement (CQI)

• Support ECE leadership in planning processes, including:
• Program Self-Assessment
• Strategic Planning
• Ongoing Monitoring Reports
• Collaborate with leadership to implement quality improvement plans.
• Track progress on program goals and compliance indicators.

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 Standard 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 and multiple deadlines.

Required Certifications, Licenses, and Health Clearances

• Valid California Driver's License and a properly insured vehicle for use on the job
• Prior to beginning work, one must be able to pass the background check DOJ.
• Current TB clearance (within one year).
• MMR Tdap vaccinations are required, and Flu shots are 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 characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job operates in a professional office environment. The noise level in the work environment is usually moderate.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit; use the computer keyboard and mouse, use hands to finger, handle, or 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 by this job 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:

Please note this job description is not designed to cover or contain a