Eligibility Supervisor

Community Action Partnership of San Luis Obispo County,Inc.
 Helping People. Changing Lives. 

CAPSLO Mission, Vision and Core Values

Position Summary:

The Eligibility Supervisor (ES) provides administrative support to the program eligibility department and assist the Program Eligibility & Contracts Supervisor in the management of departmental operations to ensure program integrity, compliance, and ongoing monitoring for State and federal eligibility while maintaining a limited caseload. The ES supports CAPSLO’s mission by ensuring that the early Head Start, Head Start, and State Child Development programs are managed in accordance with eligibility requirements as set forth by the state and federal governments.
 

Required Education and Experience:

• Associate's Degree
• 2 years of experience as a Program Eligibility Specialist or Program Eligibility Lead

or

• Associate's Degree
• Three years of experience performing administrative functions, case management, eligibility determinations, or related experience.

Plus

• Two years of experience with federally funding programs.
• 1 year of supervisory experience.

Preferred Education and Experience:

• Bachelor’s Degree in Child Development, Social Science, Psychology, Human Development, Liberal Studies, or related field.
• Four years of experience performing administrative functions, case management, eligibility determinations, or related experience.

Essential Functions:

• Program Eligibility
  • In coordination with PE & CS, establishes and implements a training program for new and existing staff.
  • Oversees activities related to the processing of federal waitlist & State applications; including completion of application, changes in need or income, transfers and withdrawals. Ensures income calculations are accurate.
  • Maintains knowledge of federal, state, and local legislation affecting the department determines its impact and takes appropriate action.
  • Assists PE & CS with policy and procedures in regards to program eligibility.
  • In coordination with PE & CS assures that methods of operation are within regulation guidelines.
  • Performs specific mathematical computations that pertain to eligibility documentation.
  • Communicates information promptly to appropriate staff regarding enrollment changes, child placement changes, legal issues, etc.
  • May direct the work of center staff and Family Services Advocates, and Program Eligibility personnel.
  • Works with PE & CS of any inconsistencies noted in case file maintenance and eligibility where policy/procedure requires clarification.
  • Attends Office of Head Start and State Child Development trainings.
• Monitoring, Audits & Reports
  • Maintains appropriate record keeping systems, reports, and other required documents for program compliance, reviews, and audits.
  • Assists PE & CS with eligibility audits and review of case files to assure compliance with program regulations.
  • Implements and conducts county audits on State eligibility files.
  • Prepares necessary reports and correspondence for audits and monitoring.
• Program Eligibility Personnel

1. • Provides direct supervision to program eligibility specialists, approximately 3-4 staff.
   • Performs employee development plans, ongoing coaching and monitoring for quality assurance of program standards and compliance.
   • Conducts hiring interviews.
   • Reviews work of eligibility and service option staff, as needed.
   • Ensures that duties for county PES are completed by deadlines.
   • Approves timesheets for direct reports, approving time off requests, etc.
   • May complete staff evaluations, record of conversations, and program improvement plans, as needed.
   • Provides daily supervision and technical support to county program eligibility personnel and service option staff.
   • Delegates tasks and monitors completion of tasks and projects.
   • In coordination with PE & CS, plans and implements program organizational and caseload changes.

• Recruitment, Outreach, Waitlist, Selection, and Enrollment
  • In coordination with Program Eligibility & Contracts Supervisor, service option staff, eligibility staff, and area manager, reviews county recruitment plan and activities.
  • May review recruitment logs.
  • May review social media posts from county program eligibility analyst.
  • Audits county eligibility inbox to ensure waitlist applications are completed and received in a timely manner.
  • Generates and reviews waitlist reports for selection.
  • Completes selection for assigned county.
  • Inputs selection in designated selection county spreadsheet.
  • In coordination with PES, service option staff, and area manager; ensures that waitlist selections are contacted in a timely manner.
  • May peer review county enrollment selection.
  • Generates enrollment, waitlist, acceptance reports and enters in designated sheets.
  • On a weekly basis, eligibility supervisor ensures all enrollment is entered in ChildPLus database.
  • Provides training education about eligibility programs as needed
• Caseload Responsibilities
  • May maintain a reduced caseload.
  • Maintains ongoing case management for CAPSLO employees with children enrolled in the program.
  • May conduct face to face and over the phone interviews with applicants to determine eligibility for child care assistance. Informs client of regulatory, documentation and verification requirements.
  • May complete certification and recertification interviews in order for eligible families to retain subsidized child care.
  • Maintains files and assures that required documentation is on file for proper reimbursement for child care services.
  • Implements all regulations and assures that methods of operation are within regulation guidelines.
  • Communicates information promptly to appropriate staff regarding enrollment changes, child placement changes, legal issues, etc.
  • Consults with parents to prepare child care contracts, sends Notice of Action documents to confirm negotiations and apprises the child care provider of approval for child care.
  • Performs specific mathematical computations that pertain to eligibility.
  • Collects and maintains data to be used in preparation of fiscal and audit reports.
  • Enters data into an approved software program.
  • Files documents in case records.
  • Acts on information received from intra/inter agency sources that pertain to accessing quality child care services.
  • Processes attendance in accordance to policy and regulation for assigned caseload.
• Additional Responsibilities & Duties
  • 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.

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 exceptional interpersonal and communication skills (both orally and in writing) and be able to work well with others at all levels within the agency, as well as get along well with the public.
• Must be a team player.
• Must be emotionally mature, stable, and tactful.

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 able to successfully direct the work of State Child Development program staff.
• Must be able to perform accurate mathematical calculations including: adding, subtracting, dividing, averaging, and multiplying.
• Must be able to maintain accurate records, compile and report 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. As a supervisor, must assure all direct reports understand their role in accomplishing the above.

Supervisory Responsibility:

• This position provides direct supervision to Program Eligibility Specialists, approximately 3-4 staff.

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.

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.

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.

Compensation and Benefits Package

Medical, Dental, Vision, Flexible Spending Plan

CAPSLO offers benefits through a group medical, dental, vision, flexible spending account, life and AD&D insurance program. CAPSLO pays the full amount (100%) of the premiums to cover full-time employees, and half (50%) of the premiums to cover eligible part-time employees. Eligible employees may elect, at their own cost, to have medical, dental and vision insurance coverage for their dependents. Additionally, CAPSLO offers a Long Term Disability ("LTD") insurance program for eligible employees.

Retirement Savings Plan

CAPSLO offers eligible employees the opportunity to contribute a portion of their earnings to a Section 403(b) Retirement Plan. Employees are 100% vested upon enrollment into the plan. CAPSLO matches 60% of every dollar contributed up to an annual maximum of 15% of your annual salary (not to exceed IRS limits) after 6 months of employment.

Holidays

Twelve paid holidays during the course of the each calendar year. Employees also receive one extra workday off with pay as a "Personal Holiday."

Vacation/Sick Leave

CAPSLO awards 80-160 hours of vacation annually with a maximum accrual of 320 hours, depending on years of service. Paid Sick time is accrued at 8 hours per month (based on weekly hours) with a maximum accrual of 280 hours. CAPSLO also offers the opportunity to convert unused sick time to vacation and a vacation cash out for eligible employees once a year.

Additional Benefits

CAPSLO offers additional benefits including employee assistance program (EAP), reduced rates for pet insurance, reduced rates for cellular phone service, reduced rates for car rentals, and additional time off for positions classified as exempt, and workers’ compensation insurance.
 

For questions regarding the application process or open positions, contact the Recruiting Department at 805-544-4355 or email recruitment@capslo.org.

EOE/ V/ ADA/ Drug Free Workplace/ Asset Infused Organization. We are an Equal Opportunity Employer and do not discriminate against applicants due to race, ethnicity, gender, religion, national origin, veteran status, or on the basis of disability.