Enrollment Specialist

1 month ago

Irvine, United States Catalyst Kids Full time

The Enrollment Specialist provides multi-site administrative, clerical, private and subsidized enrollment, and logistical support to assigned Catalyst centers to improve the efficiency of operations and help ensure state compliance.

Essential Functions:

Enrollment Support

  • Acts as liaison to families to complete the enrollment process, from initial contact through completion of paperwork and offers support and resources to assist the family in childcare needs
  • Represent the agency and programs at marketing and mass enrollment events
  • Understand third party procedures and enrollment process (CAPP), and internal agency policies and procedures regarding full fee enrollment
  • Understand funding terms and conditions and agency policies and procedures regarding subsidized enrollment and eligibility
  • Utilizes waiting lists in accordance with policies and procedures and maintains accurate documentation to verify waiting list usage in accordance with requirements
  • Process and input family enrollment and change paperwork in a timely manner to meet agency guidelines into CA Department of Social Services (CDSS) with a caseload of approximately 350 children
  • Ensure the processing of subsidized enrollment and continued eligibility of families in a professional and timely manner for full compliance with all governing regulations
Data Compliance Support
  • Completes family/child data entry and reporting in adherence with state mandated deadlines, audit schedules and agency policies and procedures
  • Maintains child and family files as current and in full compliance with governing regulations and agency policies and procedures to ensure they are consistently audit-ready
  • Ensure valid program selection, schedule, and tuition entry is performed to generate accurate family billing statements monthly
  • Enter any special fee assessments in a timely manner to ensure they are captured in each billing cycle
  • Will provide support in formal internal and external audits, as directed by Supervisor
Tuition Support
  • Understand funding terms and conditions regarding eligibility and payment
  • Support accounting documentation for tuition payment plans and returned checks
  • Generate monthly Notice of Action letters, as needed
  • Support processing of documentation for tuition payment plans, tuition exemptions, requests for tuition refund and returned checks
  • Support with Collection Notices, as needed, and submit uncollectible tuitions to Collection department and maintain payment records
  • Support with answering and addressing questions from center or parents regarding payment status and issues
Administrative Support
  • Support with printing documents such as attendance sheets and billing statements from Center Track
  • Dispatch and distribute critical documents between regional/corporate offices and the centers. The documents to be picked up and delivered to centers may include and are not limited to: enrollment documentation, attendance documentation, audit documentation, and red envelope documentation.
Additional Functions
  • Full compliance with all governing regulations in the enrollment of private and subsidy families
  • Accuracy in data entry into the system
  • Valid program selection, schedule, and tuition entry is performed to generate accurate family billing statements monthly
  • Professionalism in representing Catalyst Family Inc. to all families inquiring, applying, or enrolling for service
  • Excellent customer service provided to all partners at the center level and at the regional level/corporate office
Qualifications:

Education
  • High School Diploma
  • AA/AS in Business or related field preferred
Experience

The MINIMUM relevant experience necessary to qualify for the position. Experience in lieu of education is to be counted as part of formal Education and not as part of the required experience.
  • 3-5 years' experience in customer service, data entry, or administrative function
  • Child Development and childcare funding experience preferred
Other Qualifications
  • Experienced with MS Office, including Excel, Word and Access or related databases
  • Competent in PC and keyboarding skills
  • Strong communication and interpersonal skills
  • Effective time management, planning & organizational skills, and follow up skills
  • Team oriented and ability to multi-task
  • Flexibility and ability to prioritize a shifting workload
  • Flexible hours based on the needs of the programs
  • Ability to work in a deadline driven environment
  • Ability to maintain confidentiality of family, child, and financial information
  • Carry out scheduled activities independently after training and be a self starter
  • Proficiency in other languages such as Spanish strongly preferred
  • A valid driver license and clean driving record
  • Be able to use own transportation and delivery to the assigned centers and regional office
Shift Type: Full Time

Schedule: Monday - Friday, 7:30am - 4pm or 8am - 4:30pm

Compensation: $19.46 - $29.19 hourly

What We Offer:
  • Medical, Dental, and Vision Benefits
  • Life, Accidental Death & Dismemberment (AD&D), and Long-Term Disability (LTD) employer paid coverage
  • 401(k) Retirement plan and Employee Assistance Program (EAP)
  • Personal Health Advocate
  • Paid vacation, sick time, and holidays
  • Education Reimbursement Program
  • Commuter pre-tax benefit
  • Discounted childcare
  • Access to the Calm app
  • Tickets at Work employee discounts
  • Be constantly in a learning and growth process with training and professional growth advisory


We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.

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