Eligibility Support & Intake Administrative Assistant

The Eligibility Support & Intake Administrative Assistant provides programmatic support to intake by initial screening for new clients, assist with eligibility requirements, distributes re-determination eligibility documentation for continued care, notifies case managers of any changes in the client's care between re-certification dates involving eligibility or other pertinent information affecting services, data entry of applications into data systems, future initial review of scanned documents in AWS system, serves as back up for case managers and Intake staff and performs other duties as assigned. Ensure the following will be conducted in accordance with established regulations, policies and procedures: Administrative & Intake Support 1. Assist with the distribution and accessibility of child care subsidy program applications to the public throughout the county to ensure potentially eligible families have the opportunity to apply for child care assistance. 2. Provide administrative support for the intake process by receiving applications, reviewing submissions for completeness, and routing documentation to appropriate staff. 3. Assist with scheduling appointments, managing incoming inquiries, and providing procedural information regarding the application process. 4. Support Intake & Eligibility Specialists and Case Managers with application processing, documentation tracking, and follow-up requests for missing information. 5. Perform data entry into applicable data management systems and maintain accurate electronic and physical files. 6. Assist with the preparation and distribution of program correspondence, including but not limited to offer of funding letters, provider selection letters, surveys, and other program communications. Customer Service & Public Inquiries 1. Serve as a point of contact for families, providers, and community partners by responding to general inquiries regarding child care services and program procedures. 2. Provide families with general information regarding available child care services, community resources, and supportive programs. 3. Assist families in understanding how to obtain program applications, required documentation, and submission procedures. 4. Provide information regarding child care licensing requirements, complaint procedures, and state policies related to child care services using approved consumer education materials. 5. Inform families about applicable state or local health and safety requirements for child care programs. 6. Direct complex eligibility questions or case-specific matters to appropriate program staff. 7. Respectful and responsive communication with customers Consumer Education & Child Care Referrals Support 1. Assist staff with providing child care referrals using computer software systems. 2. Disseminate consumer education materials related to choosing high-quality child care and available community resources. 3. Support efforts to inform families about different types of child care programs, program settings, levels of quality, and the benefits of high-quality early learning programs. 4. Support accurate documentation and data collection related to referrals and community resource assistance. 5. Assist with dissemination of communication in a timely manner to all participating clients utilizing Constant Contact, email, text, etc. as needed. 6. Ensure the organization website is current and contains accurate information as related to: a. The availability of financial assistance to obtain child care services b. Information about the quality of providers as determined by Grow NJ Kids c. Research and best practices concerning children's development, including social & emotional development; meaningful parent and family engagement; physical health (nutrition & physical activity) d. State policies regarding the social-emotional behavioral health of young children e. Information on developmental screenings f. Provider specific information about compliance with licensing, health & safety requirements 7. Referrals a. Ensure the organizations consumer education marketing materials are accurate and current b. Ensure consumer education materials related to choosing high quality child care and community resources are accurate and current c. Drive initiatives to reach target market included but not limited to creating marketing material, distribution of marketing material, etc. d. Provide follow up for all internet referrals Documentation, Data & Records Management 1. Maintain, store, and retain appropriate documentation for families and child care providers in accordance with federal, state, and agency requirements. 2. Ensure all documentation uses approved Division of Family Development (DFD) forms and required verification procedures. 3. Assist with organizing and maintaining electronic and paper records for subsidy and referral programs. 4. Support the tracking of program activities and maintain internal spreadsheets or workbooks used for program monitoring and reporting. Provider & Partner Agency Support 1. Assist staff with providing information to child care providers regarding program procedures, requirements, and resources. 2. Support communication with partner agencies including the Division of Child Protection and Permanency (DCP&P), County Welfare Agencies, and other service partners as directed. 3. Assist with maintaining communication records and documentation related to provider participation and program coordination. 4. Support staff with administrative tasks related to provider communication, training coordination, and program updates. Outreach & Program Support 1. Assist with the preparation of materials and logistics for community outreach events and informational sessions. 2. Support staff participation in community outreach activities designed to increase awareness of child care assistance programs. 3. Assist with maintaining outreach materials and tracking outreach activities. 4. Support Child & Family Resources initiatives, projects, and special events as assigned. Compliance & Program Procedures 1. Ensure that all administrative activities support program operations in accordance with: o NJ DHS Division of Family Development (DFD) policies and procedures o State and federal child care subsidy regulations o Organizational policies and documentation requirements 2. Assist program staff with administrative processes related to appeals documentation, consumer rights information, and required notices.

Quality Improvement Initiatives:

1. Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents 2. Administrative Support for Quality Improvement Initiatives as assigned 3. Ensure effective and efficient communication with participating providers/programs

Data and Systems:

1. Assist management team in preparing final documents to support CFR activities. 2. Develop and maintain general files and database to support CFR programs. 3. Maintain WLS, NJCCIS and other organization data bases. 4. Build/create, maintain, and manage program data systems and generate reports as required. 5. Gather, compile, and maintain data in an accurate system. 6. Assist with setting up/maintaining general computer network peripherals such as printers, routers, troubleshooting equipment, and provide daily support for computer assistance. 7. Research analysis and analyze data efficiently and accurately.

Fiscal Administration:

1. ECC Specialist Back-up 2. ECC Payment Reconciliation 3. Enter Contracts into

Spreadsheet Systems & Technical Support:

1. Assist staff with data entry and record management in program databases. 2. Support administrative tasks related to systems such as Child Support Portal, WLS, etc. as directed by program staff. 3. Maintain organized digital records to support program reporting and monitoring.

Additional Duties:

• Provide administrative backup support to other program staff when needed.
• Assist with tracking program communications and documentation.
• Perform additional administrative duties as assigned to support program operations. Skills and Abilities The successful candidate will demonstrate the ability to:
• Work effectively in a fast-paced environment while managing multiple priorities and meeting established deadlines
• Provide professional, respectful customer service when responding to a high volume of public and professional inquiries
• Learn and apply program policies, procedures, and eligibility guidelines related to NJ DHS Division of Family Development programs
• Maintain accuracy and attention to detail when entering and managing data and documentation
• Communicate clearly and professionally in writing, by phone, and in person
• Work both independently and collaboratively as part of a team
• Establish and maintain positive working relationships with families, providers, colleagues, and community partners
• Organize tasks, prioritize responsibilities, and track program information effectively
• Analyze basic problems, gather information, and support appropriate solutions or referrals
• Maintain confidentiality and demonstrate ethical and professional behavior consistent with organizational values
• Maintain flexibility in work schedules when necessary to support agency activities such as outreach events, community meetings, or program initiatives
• Travel to off-site locations for meetings, trainings, outreach events, or program activities when required Bilingual English/Spanish skills are strongly preferred but not required. Core Competencies Employees in this position are expected to demonstrate the following competencies:

Ethical Conduct:

Maintain integrity and ensure actions align with organizational values and professional standards

Relationship Building:

Develop and maintain collaborative working relationships with internal staff, families, providers, and community partners

Effective Communication:

Clearly convey information and actively listen to understand the needs of others

Client Focus:

Respond to the needs of families and community members in a respectful and supportive manner

Teamwork:

Work cooperatively with colleagues to achieve program goals and improve organizational effectiveness

Decision Making:

Assess situations, identify priorities, and support timely and appropriate solutions

Organization & Planning:

Prioritize tasks, manage schedules, and track program data and documentation accurately

Problem Solving:

Identify challenges, gather relevant information, and assist with implementing solutions Education and Experience Child & Family Resources values diverse experiences and pathways to professional development. Candidates may qualify through a combination of education, training, and relevant work or lived experience.

Preferred qualifications include:

• Associate degree or higher in Business Administration, Office Management, Early Childhood Education, Social Services, or a related field OR
• High school diploma or equivalent with 2-4 years of relevant experience in administrative support, customer service, early childhood programs, social services, or community-based organizations OR
• An equivalent combination of education, training, and experience that demonstrates the knowledge and skills needed to perform the role successfully Experience working with families, community programs, child care services, or government assistance programs is helpful but not required.

Pay:

$22.00 - $25.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off

Work Location:

In person