Child Care Services Intake Specialist
Hayward, CA
Full Time
Entry Level
Since 1972, 4Cs of Alameda County has been a family resource organization dedicated to providing child care information resources and referrals, education, and payment assistance to children, families, and child care providers in Alameda County. 4Cs mission is to develop and coordinate resources to strengthen families and children. We embrace the Strengthening Family Framework.
Job Title: Child Care Services Intake Specialist (Family Services)
Department: Family Services Unit
Reports To: Manager, Payment Programs
FLSA Status: Full Time, Non-Exempt
Salary Range: $26.20-$27.65 Per Hour DOE
Position Summary: The Intake Specialist will function as the initial contact person for our Alameda County Social Services Contracts (ACSSA) and our California Department of Social Services (CDSS) contracts.
Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Mathematical Ability:
Add and subtract two digit numbers and multiply/divide with 10's and 100's. Perform these operations using units of American money and weight measurement, volume and distance.
Reasoning Ability:
Apply common sense understanding to carry out simple one- or two-step instructions. Deal with standardized situations with only occasional or no variables.
Computer Skills:
Proficient computer skills including Microsoft Office and data entry experience required. Proven experience utilizing social media platforms preferred.
Certificates and Licenses:
No certifications needed.
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is typically moderate.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies: To perform the job successfully, an individual should demonstrate the following.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Transportation is required for this position.
Education/Experience:
High School Diploma required; Associate of Arts degree preferred. One to two years’ Customer Service experience preferred. Ability to type 50 words per minute required.
Language Ability:
Read, analyze and interpret business, professional, technical or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers and the public.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
4Cs is an equal opportunity employer and is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law.
Job Title: Child Care Services Intake Specialist (Family Services)
Department: Family Services Unit
Reports To: Manager, Payment Programs
FLSA Status: Full Time, Non-Exempt
Salary Range: $26.20-$27.65 Per Hour DOE
Position Summary: The Intake Specialist will function as the initial contact person for our Alameda County Social Services Contracts (ACSSA) and our California Department of Social Services (CDSS) contracts.
Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Responsible for giving clerical support to the Hayward Family Services Unit
- Responsible for answering/screening/routing telephone calls to staff
- Receives and process new enrollment packets accordingly: Send out applications for eligibility list and entering/maintain information in database
- Pull families for enrollment from the Eligibility list onto the CAPP. Mail out enrollment packets, review packets upon receipt, verify employment & schedule orientations
- Maintain the copy machine, office supply closet & conference rooms
- Responsible for verifying a participant’s eligibility in Child Care Portal prior to issuing an enrollment packet for stage 1 families
- Receives and process new enrollment packets accordingly for stage 1 and CDSS contracts
- Responsible for data entry of orientation attendees into NoHo & contacting parents to confirm attendance
- Order & maintain office supplies
- Responsible for setting up initial file or retrieving returning parent file for orientation
- Responsible for assigning participant to Specialist
- Responsible for date stamping incoming mail and processing outgoing mail, and routing incoming and interoffice mail to the appropriate staff members
- Assist with the orientation process/ clerical support
- Manage WILL CALL for Hayward Family Services Unit
Mathematical Ability:
Add and subtract two digit numbers and multiply/divide with 10's and 100's. Perform these operations using units of American money and weight measurement, volume and distance.
Reasoning Ability:
Apply common sense understanding to carry out simple one- or two-step instructions. Deal with standardized situations with only occasional or no variables.
Computer Skills:
Proficient computer skills including Microsoft Office and data entry experience required. Proven experience utilizing social media platforms preferred.
Certificates and Licenses:
No certifications needed.
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is typically moderate.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to remain in a stationary position for extended amounts of time
- Ability to identify, read and distinguish colors, with or without vision aids, a computer screen, instructional materials, rules and policies and other printed matter
- Ability to understand speech at normal room levels, and understand speech on the telephone
- Manual dexterity to dial a telephone, and enter into a computer
- Ability to speak in audible tones so that others may understand clearly in normal conversations and on the telephone
- Mental acuity to perform the essential functions of this position in an accurate and timely fashion; to make good judgments and decisions; and to evaluate the results of decisions and judgments
- While performing the duties of this Job, the employee is occasionally required to move around. The employee must occasionally lift and/or move up to 20 pounds
- Facility to drive a vehicle
- Perform other duties as assigned to ensure the smooth flow of work for the organization
- Prepare & mail recertification notices to parents
- Prepare Corodata for storage
- Assist with Appeals Process
- Assist with contacting new Child Care Information Form(CCIF)) clients to inform them we received their CCIF & advise them on next steps
- Send welcome letters/packets out to new enrollees
- Assists with processing and maintaining personal and confidential family and agency information
- Responsible for keeping confidential information safe and secure
- Perform other duties the Supervisor may assign
Competencies: To perform the job successfully, an individual should demonstrate the following.
- Effective Verbal Communication Skills - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
- Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
- Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
- Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
- Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Transportation is required for this position.
Education/Experience:
High School Diploma required; Associate of Arts degree preferred. One to two years’ Customer Service experience preferred. Ability to type 50 words per minute required.
Language Ability:
Read, analyze and interpret business, professional, technical or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers and the public.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
4Cs is an equal opportunity employer and is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law.
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