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Position:
Quality Assurance Associate
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Location:
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Legacy Plaza, Tulsa, OK
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Job Id:
704
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# of Openings:
1
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Job Summary
Responsible for monitoring compliance with state and federal regulations (HSPS/DHS/NAEYC/OECP/CACFP) at Early Childhood Program Sites. Monitor participant files to ensure all applicable documentation is accurate and maintained. Must maintain knowledge and understanding of federal, state and CAP programs including, but not limited to, Early Childhood Education Programs including Head Start and the Oklahoma Early Childhood Program. Utilize databases to document, track, and compile reports on all regulatory services. Attend meetings and trainings as directed. Maintain ongoing communication with School Leaders, Administrative Staff, and all service areas. Makes non-routine choices within established precedent, considering objectives, under limited supervision. Performs intermediate troubleshooting or analysis; problems require interpretation of data using generally prescribed procedures. Frequent interaction to provide basic information and/or occasional interaction requiring detailed procedural explanations or technical responses.
Responsibilities/Essential Functions:
- Responsible for activities involving quality assurance and compliance with applicable regulatory requirements; conducts audits and reviews/analyzes data and documentation on program participants (child/family).
- Required to track and monitor all participant data (initial and on-going) in the ChildPlus database; required to enter on-going Education department data for each participating child into the ChildPlus database.
- Responsible for filing Education section paperwork (initial and on-going) for participant files; review files and provide reports to all Service Areas regarding compliance status of their content area at the site and follow-up.
- Conduct audits on new, transferred and aged-out participant files; identify and gather appropriate documents that staff will need to ensure compliance. Notify appropriate Service Areas of compliance status.
- Audit agency facilities and classrooms throughout year for adherence to Performance Standards, DHS requirements, NAEYC Standards, and any other accrediting body as well as agency implemented policies.
- Execute necessary tasks including but not limited to file audits, Safe Environment audits, Parent Interviews, Staff Interviews, and data collection for completion of annual Self-Assessment.
- Prepare monthly reports related to issues of noncompliance, identifying trends, and submitting to appropriate staff for review and essential follow-up.
- Conduct and present trainings to show direct correlation between performance standards/regulations and day-to-day functions to educate site and departmental personnel; provide consultation in strategic planning.
- Perform other duties as assigned or requested.
Required Education/Experience
- Preferred Bachelor Degree or Associate Degree with 3-5 years of administrative assistant experience. Experience must include the following areas of responsibility: compliance, auditing, monitoring, data input/retrieval, and report compilation.
- Position preferences: knowledge of Head Start Performance Standards, DHS regulations, knowledge of child/adult food program regulations, Bilingual (Spanish/English).
Certification/license
- Required to obtain First Aid and CPR certifications.
Knowledge/Skills/Abilities
- Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
- Ability to follow oral and written instructions with ability to read, interpret, and present information efficiently and effectively.
- Must be able to accurately audit records and ensure compliance with written or oral guidelines.
- Ability to take initiative, multi-task and work well under pressure.
- Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.
- Advanced MS Office skills, working knowledge of accounting and budgeting practices
- Advanced organizational skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.
Work location
In-person work and collaboration are requirements for this position. Employee is expected to physically report to assigned work site as scheduled by supervisor. At Agency discretion, this position may be allowed to engage in remote work for specified periods of time or a determined percentage of work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as, but not limited to, inclement weather, special projects, or travel. These arrangements are approved on an as-needed basis, with no expectation of ongoing continuance. All remote work arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.
Essential Physical & Mental Requirements
Work is a normal office environment. Employee is subject to standing, stooping, walking, lifting, and carrying objects throughout daily job performance. Intermittent effort involving lifting of amounts between 5 and 25 pounds required. Work requires moderate attention to detail and deadlines between 15% and 45% of the time. Driving is required frequently.
Pay Band Code: 11
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Apply for this Position
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CAP Tulsa
remote work
Jun 22, 2025