Subsidy Administrator

SUMMARY

Assess eligibility of families for subsidized childcare according to EEC Regulations & Policies and through use of EEC’s Kinderwait & CCFA software system, maintain subsidy files and enter children’s attendance in CCFA, manage fee collection.

PRIMARY RESPONSIBILITIES

• Engage all clients by understanding and addressing their needs whether within or outside the scope of work
• Maintain confidentiality of client, employee, and agency information in accordance with federal and state laws and funder requirements
• Develop a thorough understanding of all EEC Policies & Regulations pertaining to all aspects of childcare subsidies
• Develop a thorough knowledge & use of CCFA & Kinderwait software systems per EEC policies & regulations
• Enrolls families from Kinderwait, DCF & Homeless Referrals per EEC policies
• Completes initial authorizations per EEC policy & regulations: including determining eligibility, collection of all required documentation, completion of all required forms and data entry into CCFA
• Ensures all contract & voucher reauthorizations are completed per EEC policy prior to the end date
• Tracks end dates of all voucher clients and ensures a current signed copy is maintained in the client’s file
• Preforms second approvals of files for other subsidy administrators in a timely manner per EEC policy
• Communicates any changes in enrollment to pertinent staff
• Responsible to update attendance sheets & meal count sheets monthly for Marlboro Center
• Responsible to enter attendance in CCFA per EEC policy every week. Completes a final check at the end of each month
• Collects & forwards all original attendance sheets & meal counts to the billing manager each month
• Responsible to distribute, collect and review CACFP forms yearly and at intake for all enrolled children per CACFP guidelines 
• Assist with parent fee collection, processing of collection and monitoring of accounts per EEC policy.
• Attend & participate in team meetings as requested and communicate with staff and clients in other areas
• Ensure compliance with program department, agency, and/or funder requirements, as well as SMOC policies & procedures
• Assist as needed answering center phones
• Other duties as assigned.

KNOWLEDGE AND SKILL REQUIREMENTS 

• Must have sensitivity working with low-income families
• Must be highly organized 
• Advanced understanding of excel & word required
• Basic data entry skills required
• GED or high school diploma required.  
• Bilingual- Spanish or Portuguese required.

PHYSICAL REQUIREMENTS

• Sit for prolonged periods of time
• Repetitive movement using standard office equipment such as a computer
• Lifting and carrying files up to 10 lbs.
• Ability to transfer data accurately from paper to systems.

ORGANIZATIONAL RELATIONSHIP

• Directly reports to the Billing and Intake Manager
• Indirectly reports to the Center Director
• Direct reports of this position are N/A.

WORKING CONDITIONS

Works an 8-hour day, with a half hour lunch break. Daily schedule is M-F, 8:00 am to 5{30 pm varying. Directly supervised by the Intake /Billing Manager. This is a non-exempt position. As part of the responsibilities of this position, the Subsidy Administrator will have direct contact or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human services. A successful background check is required.