Cross-training and succession planning are critical components in The Nevada Registry’s ongoing development, management and delivery of services. For this reason, all staff share responsibility for program-related, customer service and general office duties. While certain tasks may be assigned to a specific staff member, the expectation is that all staff work together to ensure that program objectives are met daily.
Registry Specialist
The Registry Specialist’s primary responsibilities include, but are not limited to, maintaining and processing digital documents within the document management system, data entry, processing of Membership Applications and Update/Renewal Forms for Career Ladder placement, reviewing and posting Job Board notifications, reviewing and verifying attendance records, training and trainer approval, general customer service and performing other general office duties as assigned.
Job Qualifications
- Equivalent to a High School Diploma.
- Computer and technical skills. Ability to type with speed and accuracy.
- Proficiency in Microsoft Office and web-based applications.
- Exceptional organizational skills and the ability to multi-task in a fast-paced environment.
- Professional, courteous and responsive customer service skills.
- Strong verbal and written communication skills with exceptional attention to detail.
- Understand and carry out oral and written instructions.
- Skilled at working independently as well as in a team.
Scope of Responsibility
- Accountable to the Program Director.
Job Responsibilities
General Office/Customer Service
- Maintain a professional presence and workspace at all times.
- Adhere to all staff work policies and procedures.
- Conduct all communication (virtual and in-person, email and telephone) interactions with team members, members, trainers, the public, stakeholders, etc. in a courteous, respectful, and professional manner.
- Collaborative with other staff members as a team to accomplish program goals.
- Openly communicate with Program Director to strategize and improve program efficiency as needed.
- Answer all telephone calls during business hours in a professional, informative, and responsive manner. Return all voicemail messages within the same business day.
- Assist in managing the main business email account on assigned days, respond to web inquiries and re- route messages to appropriate staff members. Respond to email and web inquiries within one business day.
- Provide respectful and professional technical assistance to partners and members related to workforce initiatives such as the Staff Stipend Incentive Program, Telehealth Services Benefit Program, etc.
- Resolve member issues over the telephone and through email correspondence.
- Complete tasks in assigned workflow queues according to expected timelines.
- Process PayPal payments within the same business day of receipt.
- Conduct review of licensed programs monthly and update program records.
- Review and update QRIS star ratings in program records monthly.
- Share responsibilities to ensure that all public-facing Registry materials, including the program website, are error free.
- Attend and actively participate in staff meetings.
- Participate in data cleanup projects as assigned.
- Perform other responsible clerical functions to accomplish assigned programmatic duties.
- Complete additional tasks as assigned by the Program Director.
Program-Related
- Understand the use and functionality of the document management system.
- Organize, index and archive digital membership applications, renewal forms, supporting documents and miscellaneous documentation within the content management system.
- Verify the completeness of initial membership applications and renewal forms in preparation for data entry. Send status emails.
- Process applications, renewals and Career Ladder Re-Evaluation forms for Career Ladder placement within established timelines.
- Review and verify training attendance records.
- Prepare monthly membership recognition items for mailing.
- Review and post Job Board listings in accordance with established policies.
- Assist with beta testing of new system and database developments.
- Communicate with approved and prospective trainers about the trainer approval process.
- Provide support as needed for the Partners in Employment Reporting (PER) renewal process and dataset projects through the National Workforce Registry Alliance.
- Represent The Nevada Registry at conferences, committees and workgroups as assigned.
- Conduct presentations to Early Childhood educators and other stakeholders as assigned.
- Participate in community outreach activities as assigned.
Program Director
The Program Director provides leadership in the development and operation of the statewide professional development and training approval systems. The Program Director has primary responsibility for all core administrative operations including personal and financial management. Primary responsibilities include program management, staff supervision and system development as it relates to continuous quality improvement supporting the professional development and recognition of the early childhood workforce in Nevada.
Job Qualifications and Desired Characteristics
- Bachelor’s Degree or higher in Early Childhood Education or related degree.
- Professional experience in administration and management.
- Budgeting and general accounting experience.
- Knowledge of and participation in state child care and education professional development systems.
- Strong project management and planning skills.
- Excellent verbal and written communication skills with exceptional attention to detail.
- Proficiency in Microsoft Office and web-based applications.
- Exceptional organizational skills and the ability to multi-task in a fast-paced environment.
- Personal qualities of integrity, vision, leadership enthusiasm, independent problem solving, exercise of professional judgement, ability to think precisely as well as broadly and a commitment to and passion for Early Childhood.
Scope of Responsibility
- Accountable to the Director of the WCSD Child and Family Services Department, the Washoe County School District Grants Department, the Director of the Nevada Department of Education (NDE) – Office of Early Learning and Development (OELD).
Job Responsibilities
Customer Service
- Ensure all staff interactions meet the program expectations for professionalism.
- Intervene to mediate conflict with staff and/or members as required.
- Provide technical assistance regarding the website (job board, training calendar, professional development plans, etc.).
- Write and distribute electronic communications on a regular basis to keep the membership and approved trainers well informed.
- Lead efforts to establish The Nevada Registry’s online presence through the writing and maintenance of the Registry website, NEWS page, Facebook and other social media outlets.
- Provide technical assistance to other registry systems as requested to support reciprocity and program development.
General Office
- Interview, hire, and oversee training and orientation of all staff members.
- Provide staff supervision, establish productivity deadlines and maintain equitable workload among staff.
- Facilitate staff meetings and other meetings.
- Conduct annual performance evaluations.
- Adhere to district policies and procedures related to Human Resources, Risk Management, Accounting and Grant Management.
- Assist with lease management.
- Schedule building-maintenance as needed.
- Maintain grant compliance and meet quarterly and annual reporting requirements.
- Develop program budget and monitor expenditures to ensure they remain within budgetary limits and complete accounting related tasks within Business Plus.
- Submit formal budget revisions to NDE/funder and WCSD Grants Department as needed.
- Process membership-related payments and other general accounting responsibilities.
- Complete monthly bank reconciliations within Schoolbooks.
- Procure contracts with vendors.
- Complete purchasing and budgeting-related tasks.
- Assist and provide support to the WCSD C&FS Director as needed.
Program-Related
- Monitor, review and evaluate program services, activities, policies and database system. Develop new and/or revise standards of practice and policies as needed.
- Monitor membership application and renewal processing times to ensure adherence with established timelines.
- Manage workflow queues and reassign/redistribute as needed to ensure efficiency.
- Ensure graphic standards are being met and maintained and all Registry materials are error free.
- Work with graphic designer and marketing agency to design new marketing materials, website features and tools.
- Work with Database Programmers to modify internal processes and public facing features to improve service delivery and enhance user satisfaction.
- Beta test all newly implemented system features for accuracy.
- Report membership and training approval statistics.
- Provide/compile/contribute data to support workforce initiatives and research projects as requested. Generate other data reports as requested by stakeholders, funder and other community partners.
- Facilitate the ongoing availability of the Adult Learning Academy for trainers.
- Help create wage supplement initiatives tied to Career Ladder placement.
- Collaborate with partners to build streamlined access to workforce support initiatives within the Online Portal such as the Staff Stipend and Telehealth programs.
- Contribute to statewide/stakeholder conversations regarding the creation of an integrated data system in Nevada.
- Troubleshoot and resolve database errors with Database Programmer.
- Recruit online training organizations to participate in data sharing/data import project.
- Generate quarterly quantitative indicators reports.
- Create and publish fiscal year outcomes and indicators reports.
- Cultivate relationships with Advisory Committee Members and facilitate meetings as needed, including facilitation of appeals as needed.
- Facilitate Training Approval System (TAS) Advisory Workgroup Ad Hoc meetings.
- Convene stakeholders as needed to support the work of the program.
- Cultivate relationships and collaborate with community partners, Nevada Department of Education – Office of Early Learning and Development, Nevada System of Higher Education, professional associations and networks of early childhood educators to expand professional development opportunities.
- Stay abreast of legislation affecting the program and/or the ECE industry.
- Attend and participate in state-level planning meetings, committees, workgroups and Advisory Boards related to professional development.
- Represent and/or assign staff to represent The Nevada Registry on local and state ECE-related boards, committees and at community outreach events to ensure Registry presence.
- Ensure and maintain compliance with the National Workforce Registry Alliance’s (NWRA) best practices recommendations and Partners in Employment Report (PER). Participate in Alliance data projects by assisting Database Programmer with required data pulls and data scrubbing.
- Participate with the NWRA in a capacity to ensure representation from Nevada (regional committee participation, board committee participation, annual conference attendance, etc.).