Job Description

Position Purpose & Scope:

The Child Care Subsidy Coordinator is primarily responsible for conducting individual interviews with parents to determine eligibility and evaluate the need for subsidized child care, enroll new families, and accurately process recertifications and changes according to established policies and procedures; monitor caseload by conducting necessary follow up and verifications to ensure ongoing compliance with federal, State and Agency rules and regulations, as well as providing quality service to client families. Incumbents are accountable for knowing all guidelines, regulations and policies developed or set forth by the Board of Directors, the Client Services Director, the State Department of Education/Child Development Division, and/or the State Department of Social Services.

Typical Duties:

• Performs new client enrollment.
• Meets with the parent/guardian and verifies initial assessment information.
• Calculates income to determine client eligibility.
• Evaluates and determines client need for child care services.
• Reviews agency forms, policies, guidelines, and expectations with the parent/guardian.
• Clarifies and answers questions to ensure the parent/guardian understands the program and expectations.
• Enters information in the CATS database and verifies documentation with information in the database system; updates the CATS database and the file.
• Creates a file for each family and child; sets up file in standard format.
• Accesses and prints appropriate information from county computer system.
• Monitors caseload, inputs information for upcoming changes into the tickler system; meets/contacts/follows up with the client/provider to update any changes; reviews tickler regularly.
• Receives or initiates client communication regarding changes or informational updates; processes all changes within established deadlines; updates the file to reflect current need and eligibility to ensure funding compliance.
• Contacts Department of Human Assistance by phone or fax to request client updates, approvals, or changes.
• Processes re-certifications and determines client’s eligibility to continue to receive services
• Ensures attendance forms are received for payment.
• Communicates with providers to ensure understanding of parent’s eligibility and provider billing.
• Performs Worker-of-the-Day duties; covers client calls and walk-ins for absent Child Care Subsidy Coordinators.
• Assists other Child Care Subsidy Coordinators as director by his/her supervisor or manager.
• Works with Payment Unit and Quality Control to resolve attendance, scheduling and payment issues.
• Works with Provider Unit to initiate provider changes or to verify information.
• Reviews late parent fee payment lists and contacts the Fiscal Department to follow-up on parent fee payments.
• Contact school districts regarding bell schedule and school calendar.
• If applicable, performs translations and interpretations to other languages to help co-workers.
• Conducts shadowing for new Case Managers during appointments.
• Works with Assessment Unit to resolve new enrollment issues.
• Works cooperatively with support staff.
• Attends periodic training and meetings.
• Attends agency training workshops as needed or upon request.
• Attends weekly case management meetings and other meetings as needed.
• Performs other duties as assigned.

Education & Experience:

• Bachelor’s degree in a field that develops skills related to typical duties; Two years of additional professional experience may substitute for the required education; and
• Two (2) years of related experience in assigned program area.

Qualifications, Knowledge, Abilities:

• Applicants speaking Dari/Pashto/Russian and Ukrainian are helpful.
• Knowledge of Microsoft Office and other database applications, administrative and clerical procedures and systems such as managing files and records, and other office procedures and terminology.
• Knowledge of standard concepts, practices and procedures for child care subsidy programs.
• Ability to obtain County security clearance to access county computer system.
• Ability to interpret and apply information, laws, rules and regulations and other guidelines pertaining to child care subsidy programs.
• Ability to analyze data.
• Ability to add, subtract, and multiply.
• Ability to interact effectively with clients; possess good customer relations skills.
• Ability to work under pressure with minimal supervision both independently and as part of a team.
• Ability to make decisions, use good judgment, and problem solve.
• Ability to meet schedules and timelines and manage time effectively.
• Ability to comply with agency safety and ergonomics policies and practices.
• Ability to work additional overtime and weekend hours as required.
• Ability to understand the problems and issues facing families from a variety of ethnic, cultural and economic communities.
• Ability to apply common sense understanding to carry out instructions furnished in written or oral from and to deal with problems involving multiple concrete variables in standardized situations.
• Ability to work with diverse groups.
• Ability to demonstrate verbal and written communication skills.
• Ability to exercise discretion in handling confidential information.
• Ability to honor confidentiality and work sensitively and supportively with the public.
• Ability to interact effectively with clients, possess flexibility, compassion and insight for providing excellent customer service.
• Ability to diffuse difficult client communication or situations.

Physical Factors:

• Works in an office setting. Work is primarily sedentary and requires light physical effort; may require greater physical effort on an incidental basis.
• Possess visual capability and digital dexterity to operate a computer and other standard office equipment.
• Make fine visual distinctions upon proofreading written documents and viewing information on a computer screen.
• Should be able to bend to access files and be able to lift up to 10 lbs. of files +.

FLSA Status: Non-Exempt.

Child Action, Inc. (CAI) is a private, non-profit corporation founded in 1976 to promote the education and social welfare of children and families and to advocate on their behalf. Our programs include resource and referral services for families seeking child care, child care subsidies for qualifying families, recruitment and professional development of the child care workforce, and family education and support.Our goal is to partner with families and assist them in the care and education of their children and to advocate beside them in support of their concerns.Child Action, Inc. is primarily funded by the California Department of Education, Early Learning and Care Division, to provide subsidies and child care and development services. Child Action, Inc. adheres to all California Department of Education, Early Learning and Care Division regulations governing child development programs and operates in accordance with all State of California laws governing non-profit agencies.Child Action, Inc. operates on a non-discriminatory basis, giving equal access to services without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and/or veteran status.

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