Job Description

Job Description

Job Description

Office Coordinator

Job Category: Office / Program / Eligibility

Department/Group: Child Development

Position Type: Regular

Position Type: Non- Exempt

Reports to: Site Director

DEFINITION

Under the general supervision of the Site Director, and with guidance from the Program Enrollment

Specialist, the Office Coordinator is responsible to organize and facilitate the enrollment of eligible

families seeking access to childcare services funded by the California Department of Social Services

and/or the California Department of Education.

ESSENTIAL FUNCTIONS

1. Communicate with families in a professional manner, as they seek, receive, and end services

in the FSA child development center.

2. Document communication with families appropriately. Log phone messages, note attempts to

communicate via email, phone, or verbally in -person.

3. Communicate with the site director when a classroom has an open space as soon as you are

aware the space will be open. Following title 5 requirements, choose the family with the

highest priority for enrollment, and contact them to verify the information on the application

for services. Update the form if necessary and decide if they are the next eligible family.

4. Describe the process of the applying for services, the needed documentation to enroll and

maintain enrollment for up to 24 months. If applicable, describe and guide families with - the

food program requirements, the language instrument, the infant program requirements,

single parent requirements, and anything that pertains to the family’s eligibility and

enrollment into the program.

5. Analyze documentation for enrollment to ensure accuracy and that all requirements are met

for program participation. Send pre-qualification documents to the Program Enrollment

Specialist, make any needed corrections, and schedule the family to come in and enroll when

all documentation is received and correct. Be certain to follow-up in a timely manner if a

family does not attend their enrollment appointment or cannot be reached. Document

attempts and then move on to the next family to ensure enrollment capacities are

maintained successfully. Maintain close communication and guidance from the appropriate

supervisor.

6. Explain all documentation throughout the enrollment process.

7. Accurately enter family data into the Center Track system, and all reports.

8. Accurate and complete filing is required, including all licensing (Title 22) and Title 5 through CDE and CDSS updates. It is imperative that when changes occur, implementation is timely and accurate.

9. Organize, maintain and update the waitlist binder.

10. Promote and market to maintain full enrollment.

11. Monitor children’s attendance, initiating contact when a child is out for 2 or more days without any contact from the family. Record attempts and received communication.

12. Complete and maintain documentation needed for month-end reports, such as child sign-in cards, doctor notes, illness and vacation notes, food program applications, and eligibility files of new and terminated families.

13. Assist the Site or Program Director and the Assistant Director with projects, reports, and communication as needed.

14. Timely and Regular attendance.

CORE COMPETENCIES

1. The ability to communicate with a diverse population in a professional, empathetic manner.

2. The ability to create appropriate and professional relationships and communicate with co-workers, supervisors, and clients in a productive, respectful manner.

3. Sufficient organizational skills to meet the demands of the position.

4. Competent phone and computer skills needed to keep open communication with families and create reports and communication via computer.

5. Ability to research and apply State and Federal requirements and guidelines.

6. Detail oriented.

7. Ability to multi-task and work flexibly in a collaborative/team environment with a positive attitude.

8. Ability to maintain confidentiality with the personal information of the families we serve.

QUALIFICATIONS

1. High School Diploma required, associate degree preferred (business, communication, social studies are examples of preferred education).

2. A minimum of 2 years of experience in an office environment with customer contact or providing support is preferred.

3. Excellent communication skills.

4. Typing skills that include the ability to create messages with correct spelling and grammar.

5. Computer skills that include proficiency in using Microsoft office products and/or the ability to attain proficiency using the computer to enter data, create/save/send reports.

6. Have a clear health screen (drug screen / physician’s clearance to perform job duties).

7. Have proof of immunizations – Pertussis and Measles, Influenza (yearly proof or declination), TB clearance. LICENSES AND CERTIFICATIONS 1. A valid CPR/First Aid Certification with the EMSA stamp required for child development programs.

2. Livescan clearance with DOJ with a child abuse index clearance.

3. Valid Mandated Reporter Training

4. Pest Management Training, and other trainings assigned.

OTHER REQUIREMENTS

Assist and work at alternate FSA sites when determined necessary by the Site or Program Director, Program Administrator, or the Chief Operating Officer.

ADDITIONAL NOTES

All other duties as assigned by the Supervisor and/ or Program Administrator and Chief Operating Officer.

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