Family Specialist/Admissions Clerk

JOB DESCRIPTION

“Connecting Families to Quality Early Learning”

Program: Early Learning Resource Center

Job Title: Family Specialist/Admissions Clerk

Reports to: Family Specialist Manager or Family Specialist Supervisor

Status: Non-Exempt, Full-time

Job Summary: Family Specialist responsibilities include conducting a thorough exploration of the service needs of families and available options concerning child care services, making appropriate referrals; scheduling and completing eligibility determinations and redeterminations accurately and completely; and providing clients with the rules and regulations for participation in the subsidized child care program and assisting them in the process of application, enrollment, and continued eligibility. Admissions Clerk plays a crucial role in ensuring the smooth functioning of daily operations by undertaking a diverse range of clerical tasks. These tasks are essential for maintaining efficiency and organization within the workspace. The role of Admissions Clerk comes into play when the regularly scheduled front desk staff are unavailable.

Examples of Essential Duties and Responsibilities:

· Maintains a thorough knowledge of required policies, procedures, and regulations.

· Informs Family Specialist Supervisor of identified problems with clients and recommends corrective actions.

· Respect and maintain confidentiality with regard to the program, clients, and staff.

· Conducts thorough exploration of the service needs of families.

· Works closely with Resource Specialist to determine available options concerning child care services, and makes appropriate referrals to families.

· Completes documentation and maintains records of all referrals and information distributed to families.

· Schedules and completes eligibility determinations and redeterminations accurately and completely.

· Provides clients with the rules and regulations for participation in the subsidized child care program and assists them in the process of application, enrollment, and continued eligibility, via Face to Face Meetings.

· Communicate with families and providers regarding the enrollment of children.

· Uses PELICAN for tracking important dates.

· Issues all required notices promptly.

· Retains appropriate eligibility documentation in each client's virtual file in accordance with regulations and procedures.

· Provides assistance to accountant clerks answering questions regarding child accounts to be processed for invoicing through PELICAN.

· Works with supervisor to determine when enrollment can occur based on funding availability.

· Maintains a good working relationship with parents, providers, co-workers, other agencies, and entities to ensure that the program is well received in the community.

· Attend workshops, seminars, conferences, meetings, and training with overnight travel occasionally required.

· Providing administrative support including answering phones, responding to emails, and maintaining correspondence.

· Providing support to staff and visitors.

· Filing and organizing documents.

• Other duties as necessary for the success of the ELRC.

· Perform routine office tasks necessary for the operation and presentation of a professional office.

Qualifications: This position preferably requires a minimum of an Associate Degree, previous experience working and interacting with clients, and knowledge of administrative practices and procedures.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:

• Strong customer service skills
• Ability to communicate effectively and work productively and collaboratively with employees, government agencies, service providers, program participants, human service organizations, educational institutions, and other key partners in a positive, professional, and pleasant manner in writing, by phone, and in personal contacts
• Ability to maintain a high level of confidentiality and sensitivity in all working relationships
• Ability to organize, prioritize, and establish schedules to accomplish program goals and evaluate the delivery of service and program objectives
• Ability to provide management with timely and accurate reports and recommendations
• Ability to maintain complete, accurate, and accessible files and records
• Working knowledge of personal computers and networked systems and their use and application for database management, tracking, and reporting in a human services or similar environment
• Working knowledge of Microsoft Office Suite, including but not limited to Word, Excel, Access, PowerPoint, Outlook and Publisher components
• Ability to plan, organize, and carry out assignments and responsibilities on time, correctly, and in a professional, effective, efficient, and independent manner.

OTHER REQUIREMENTS:

• This position includes the normal physical demands associated with work in an office environment, including lifting, bending , carrying; and travel to other facilities within the region.
• This position requires availability and flexibility to participate in services, programs and activities during regularly scheduled workdays, evenings, and weekends

Job Type: Full-time

Pay: From $15.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Mileage reimbursement
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Erie, PA 16505: Relocate before starting work (Required)

Work Location: In person