Enrollment Assistant Jobs

OVERVIEW AND ROLE DESCRIPTION

The City of Cambridge is a diverse and vibrant community that people of different ethnic, racial, religious, national, and other backgrounds call home. We take pride in our city’s diversity and strive to create a workplace that is reflective of the community we serve. The city is also deeply committed to creating an environment in which all our employees are treated equitably and feel included. We seek to hire, develop, and advance individuals who value antiracism, diversity, equity, and inclusion (ADEI), and are committed to embedding ADEI best practices and tenets in all aspects of our work.

About The Department of Human Service Programs:

The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Under the supervision of the Enrollment Coordinator:

• Refer families to resources to help lessen the burden of the cost of early education and care programs.
• With Enrollment Coordinator, Division Head, and others, plan and organize the re-enrollment process for families currently attending programs. Organize appropriate forms and collect all required support documents and payments.
• With the Enrollment Coordinator, Division Head, and others, provide support to the Cambridge Preschool Program Lottery which ensures an equitable enrollment process for all Cambridge families interested in enrolling in preschool. Support the implementation of the lottery, matching process, and program enrollment.
• Complete the training requirements yearly as per EEC regulations, and DHSP requirements.
• Schedule families if needed to come in and fill out required enrollment paperwork, support families through the completion of the paperwork, ensure that the paperwork is complete and meets EEC regulations, collect all required documents, and ensure that all sites get children’s files before the child starts in that program.
• Utilize an assets-based approach to working with families.
• With the Enrollment Coordinator track open seating in all Preschool and Afterschool to be filled by the department lottery process.
• Provide support and guidance for current and future families of the Division of Childcare and Family Support Preschools and Afterschools.
• Collect all updated medication documents from families and share with Cambridge Public Schools nursing staff annually and then as needed for new children.
• Assist families with navigating city programming as needed.
• As needed, connect families with resources in other city programs and outside agencies.
• Create and support opportunities for collaborations/partnerships with other Department of Human Service Programs’ youth serving divisions to better serve Cambridge children and families.
• Create, update, and maintain children’s files in accordance with EEC and DHSP licensing regulations.
• Support the Enrollment Coordinator in the planning and organization of the enrollment of children for both preschools and afterschool programs with the goal of ensuring continuous full program enrollment.
• In conjunction with Cambridge Public Schools, develop a list of children’s buses between school and afterschool programs for afterschool programs and families to ensure the safety of the children in our care.
• Respond to phone, email and walk-in inquiries regarding preschool and afterschool program enrollment.
• Other duties that might be assigned.
• When needed, accurately enter payments received into the billing system.
• Actively engaging in and supporting the Department’s Race and Equity Initiative.
• As needed, provide referrals for resources in other city programs and outside agencies.
• At regular intervals throughout the year and upon request, generate enrollment reports for Division Head, Program Managers, Teacher/Directors, Head Teachers, and the Inclusion Initiative.

Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

MINIMUM REQUIREMENTS

Education and Experience

• High school diploma or GED required.
• At least 6 months experience working with the public and have a working knowledge of childcare programs.

Knowledge, Skills, and Abilities

• The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
• Must have strong computer and database program knowledge.
• Be detail oriented and organized.

SUMMARY OF BENEFITS:

• Health, dental and vision insurance.
• Vacation, personal and sick days.
• Management bonus.
• Sick incentive pay eligibility.
• City employee commuter benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle membership).

PHYSICAL REQUIREMENTS, WORKING CONDITIONS, WORK FLEXIBILITY AND ACCOMMODATIONS:

• This position may be eligible for a hybrid work schedule under the City's Telework Policy depending on operational needs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Standard office environment. Fluorescent lighting, carpeted floors and air conditioning. Moderate noise level.
• Employee must be able to lift 30lbs and be able to multitask in a high paced environment.