CLTS Program Manager Department:

Children's Long-Term Support (CLTS)

Program Position Type:

Flexible, with potential for remote work and occasional in-office days

Reports To:

Program Director/Ownership The position will begin with one month of in-office training, with the opportunity to work remotely upon successful completion of training. Position Summary The CLTS Program Manager oversees the daily administrative operations of the Children's Long-Term Support (CLTS) program within our swim school. This role is responsible for managing billing and invoicing, coordinating family and staff schedules, monitoring CLTS email inboxes, maintaining program documentation, and serving as a primary point of contact for families and caseworkers. The ideal candidate is organized, detail-oriented, and comfortable managing multiple responsibilities independently. They should have strong communication skills, the ability to resolve routine program issues, and a commitment to ensuring families receive timely support and access to services. This position also requires staying informed about applicable CLTS program requirements, rules, and regulations to help maintain accurate documentation and compliant administrative processes. Key Responsibilities1. Billing and Invoicing Prepare and submit invoices for CLTS-funded swim lessons and services. Track invoices, payment timelines, billing deadlines, and outstanding payments. Verify service authorizations and approved funding information before billing. Communicate with caseworkers regarding billing requirements, authorizations, and discrepancies. Identify and resolve billing errors, missing information, and other invoicing issues. Communicate applicable service rates, fees, and billing requirements to families and caseworkers. Maintain accurate and organized billing records. 2. Scheduling and Program Coordination Coordinate swim lesson schedules for CLTS participants and communicate scheduling options to families. Manage staff scheduling related to CLTS services and coordinate changes as needed. Handle schedule adjustments, cancellations, and rescheduling requests. Maintain and monitor program waitlists. Coordinate enrollment and scheduling for new families entering the program. Communicate schedule updates and availability to families, caseworkers, and relevant staff. Monitor attendance and service information to support accurate scheduling and billing. 3. Email and Communication Management Monitor designated CLTS program email inboxes regularly. Respond to emails from families and caseworkers in a timely, professional manner. Answer questions regarding enrollment, scheduling, billing, authorizations, service rates, and program procedures. Follow up on outstanding emails and requests to ensure issues are addressed. Maintain clear, organized communication and ensure inquiries receive appropriate attention. Recognize when an issue requires additional guidance or approval from program leadership. 4. Family and Caseworker Relations Serve as a primary point of contact for families participating in the CLTS swim program and their caseworkers. Guide new families through the onboarding and enrollment process. Explain program procedures, enrollment requirements, scheduling options, and billing expectations. Communicate with caseworkers regarding participant enrollment, service authorizations, goals, and required documentation. Follow up with caseworkers to obtain missing goals, authorizations, or other required information. Respond to family and caseworker concerns and work toward practical resolutions. Build positive, professional relationships that support clear communication and continuity of services. 5. Records and Documentation Maintain accurate participant enrollment records and program files. Track service authorizations, attendance, and information needed for billing. Request, collect, and maintain goals and other documentation required by caseworkers. Monitor outstanding paperwork and follow up to ensure required information is received. Maintain organized records to support program operations and applicable documentation requirements

Pay:

From $20.00 per hour Expected hours: 20.0 - 30.0 per week

Benefits:

Employee discount Flexible schedule

Work Location:

Hybrid remote in Franklin, WI 53132