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Program Eligibility Specialist

San Luis Obispo, CA, USA Req #2049
Thursday, December 21, 2023
* Only bilingual/biliterate candidates will be considered. A test will be administered prior to employment.
 
Position Summary:
 
The Program Eligibility Specialist (PES) will determine initial and continued eligibility for state and federally funded programs. The PES establishes and maintains a trusting relationship with families who receive early education and care services. The PES responds to requests and inquiries from the centers, parents, providers, and maintains verification of initial and on-going documentation for those enrolled. Eligibility positions are most suited to persons who enjoy paperwork, are detailed oriented and can work accurately with numbers. The ability to get along well with the public and the ability to organize and work with minimum supervision is essential. Supports CAPSLO’s mission by ensuring that the Early Head Start, Head Start, and State Child Development programs are properly administered and PES maintain effective relationships with families and childcare providers.
Required Education and Experience:
 
Level I:
  • High school diploma required. And two (2) years of education and/or experience in Child Development, Social Science, Psychology, Human Development, Liberal Studies, or related field and one year work experience in client casework and/or client eligibility setting. 
 
Level II:
  • A combination of related education and/or experience equal to five years performing administrative functions, case management, eligibility determinations, and/or related field. One of the years must be experience working as a Program Eligibility Specialist I or experience equivalent to performing eligibility determinations under a California Department of Education regulation. 
 
Note: Promotion from one level to the next is contingent on job duties performed, needs of the program and approval by the appropriate authorities. There is no automatic promotion on the basis of meeting the minimum educational and experience requirements listed above.

Preferred Education and Experience:
  • An Associate’s Degree is Preferred for Level I.
  • A Bachelor’s Degree is preferred for Level II. 
 License & Certifications:
  • Must have dependable, insured transportation and valid CA driver’s license (mileage to be reimbursed) and acceptable driving record.
  • A DMV printout and proof of insurance will be required.
Essential Functions:
  • Intake/Application & Case Management
    • Conducts face to face and over the phone interviews with applicants to determine eligibility. Informs client of regulatory documentation and verification requirements.
    • Completes initial certification and recertification interviews.
    • Processes verification needs and eligibility requests from parents.
    • Prepares childcare contracts, sends Notice of Action, and Requests for Eligibility Verification.
    • Maintains files and assures that required documentation is on file.
    • Communicates information promptly to appropriate staff regarding enrollment changes, child placement changes, legal issues, etc. Notifies parents and provides of program revisions so that they remain in compliance with regulation affecting their eligibility for continued childcare subsidy.
    • Attends internal and external meetings as approved and assigned for the purpose of family eligibility.
    • Reviews and provides feedback and technical assistance for waitlist applications, and follows up with staff on pending applications.
    • Performs specific mathematical computations that pertain to eligibility.
    • Enters data into an approved software program.
    • Maintains current data for assigned caseload and providers.
    • Files and maintains documents in both physical and electronic filing systems.
    • Attends parent meetings as needed to provide education on Early Head Start, Head Start, and State Child Development programs.
  • Reports
    • Collects and maintains data to be used in preparation of fiscal, program, and audit reports.
    • Completes weekly program stats report.
    • Sends reports to service options (centers, and family child care).
  • Attendance
    • Processes attendance in accordance with policies and regulations for assigned caseload.
    • Completes corrections provided by the Program Eligibility Analyst.
    • Follows up on the Daily Absence Logs and reviews for compliance.
    • Issues Center and FCCHEN attendance Registers.
    • Prepare and sends Best Interest Day, Unexcused Absence Report.
    • Follows up with assigned centers and Family Child Care for excessive and unexcused absence compliance.
    • Completes monthly program attendance for ongoing self-assessment for assigned caseload.
  • Parent Fees
    • Prepares parent fee billings on a monthly basis for assigned caseload.
    • Prepares and submits parent fee billing reports.
    • Issues Delinquent parent fee NOAs and follows up to ensure continued funding and enrollment.
    • Educates families on parent fee process, payment plans, and childcare credits.
    • Attends training (statewide meetings, regional meetings, etc.) to improve program delivery and quality.
  • Additional Responsibilities & Duties
    • Implements all regulations and assures that methods of operation are within state and federal regulations.
    • Acts on information received from intra/inter agency sources that pertain to accessing quality services.
    • Maintains knowledge of federal, state, and local legislation affecting the department determines its impact and takes appropriate action.
    • Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
    • Performs other duties as needed.
  • Additional Responsibilities & Duties – (Program Eligibility Specialist II) 
    • Provides education about subsidy programs at appropriate workshops, conferences, and meetings, as needed.
    • Audits and reviews file to assure compliance with program regulations.
    • Takes a leadership role in training and assisting staff.
    • Solves complex problems requiring detailed analysis related to parent fees.
    • Reviews department procedures and recommends efficiencies to the department supervisor as appropriate.
Knowledge, Skills and Abilities:
 
Knowledge:
  • Must be computer literate with knowledge of Microsoft Word and Excel, PowerPoint, Adobe, Zoom, and Google Suite.
Skills:
  • Must have interpersonal skills, emphasizing listening and communication.
  • Must be a team player and be flexible to changes in procedure and regulation.
  • Must be emotionally mature, stable, and tactful.
  • Must get along well with the public.
Abilities:
  • Must be able to maintain computer documents and database spreadsheets.
  • Must be able to manage multiple tasks successfully.
  • Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
  • Must be organized, self-motivated, and able to work with minimum supervision.
  • Must be able to perform accurate mathematical calculations including: adding, subtracting, dividing, averaging, and multiplying.
  • Must be able to maintain accurate records, compile reports of statistical data.
  • Must be able to maintain client confidentiality.
  • Must be able to apply sound judgment in decision-making.
  • Must be able to operate a calculator and other office machines.
  • Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.
Supervisory Responsibility:
  • This position has no direct supervisory responsibilities.
 
Work Environment:
  • Requires working indoors in a temperature-controlled environment with some exposure to copier and printer chemicals/fumes.
 
Physical Demands:
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
 
Physical:
  • Position requires intermittent sitting, standing, walking, twisting, and bending. 
  • Must be able to lift 30 pounds. 
  • Simple grasping and hand manipulation required, as well as reaching above and below shoulder level.
Travel:
  • Must be flexible to work out of different offices and work flexible schedules (including occasional evenings and/or weekends) as needed.
  • Travel may also include traveling to other counties.  
Additional Eligibility Qualifications:
  • Must be at least 18 years of age by date of hire. 
  • Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.
  • Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 vaccination declination form.
  • Must complete a health screening physical completed within 30 days prior to employment and a current TB skin test/Chest X-Ray. 
  • Employment is contingent upon meeting all job requirements and background requirements: criminal history check (Inclusive of DOJ, FBI and Child Abuse), acknowledgement of child abuse reporting responsibility, criminal record statement (Form LIC508), etc. A criminal history clearance is required prior to employment. 
  • Upon hire agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Program administrative staff will check the website annually to ensure all program staff are cleared to work. 
  • Must meet the Head Start Performance Standards and State requirements. 
  • Employment in Head Start, Early Head Start and Migrant and Seasonal Head Start Programs is contingent upon approval of the Policy Council.
Other Duties:
 
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 
 
Reasonable Accommodations:
 
I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 
 
I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.

Benefits & Perks: 
 
Stay Healthy!
  • Keep yourself healthy with our comprehensive Medical, Dental, Vision and Life Insurance plans (Did we mention we pay your monthly premium at 100% if you are full time, YES…100 %!)
  • Keep your family healthy with the same comprehensive Medical, Dental, Vision available for you to purchase!
  • Address everyday concerns with access to our Employee Assistance Program for you and your family.
  • Get involved with company-sponsored monthly wellness challenges!
Be Financially Fit!
  • Save for your future by enrolling into our retirement plan with generous company matches after 6 month.
  • Set aside pre-tax dollars to cover medical or child care expenses through our Flexible Spending Plans.
  • Utilize Discounts from our partners (reduced rates for pet insurance, cell phone services, car rentals and more).
Take time for you!
  • Relax, recharge, and reconnect with friends and family or plan your get away for a few days while using your vacation time awarded to you every pay period!
  • Relax when you are sick, rest assured you are covered by your awesome team and accrued paid sick time!
  • Enjoy the holidays! You get 13 of them…PAID!
Have fun at work!
  • Celebrate birthdays and anniversaries with your team!
  • Join one of our committees and meet employees across the agency.
  • Rock your CAPSLO provided hats, t-shirts, sweaters and more!
  • Be you!

Other details

  • Pay Type Hourly
  • Employment Indicator Regular Full Time
  • Min Hiring Rate $20.00
  • Max Hiring Rate $25.00
  • Required Education High School
Apply Now
Location on Google Maps
  • San Luis Obispo, CA, USA