Child Care Subsidy Coordinator

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Child Action, Inc. (CAI) is a private, non-profit corporation created 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.

We are seeking individuals who are highly organized, have the ability to multi-task, provide excellent customer service, have good problem-solving skills and have the ability to understand the problems and issues facing families from a variety of ethnic and economic communities.

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:

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