Enrollment Services Coordinator

2 weeks ago

Garden City, Kansas, United States KS Children's Service League Full time
Position Overview

This role is essential for delivering comprehensive enrollment assistance within the ERSEA framework.

The individual will be tasked with accurately entering and managing eligibility, selection, and enrollment data in the agency's data management system, ensuring that all information is precise, thorough, and adheres to established guidelines and protocols.

Key Responsibilities

Placement and Attendance (35%)
  • Generate reports for waiting list placements.
  • Facilitate the placement of qualified families from the waiting list on a weekly basis.
  • Distribute welcome correspondence to eligible families and ensure documentation is filed appropriately.
  • Assist in completing Head Start and Early Head Start applications as necessary.
  • Communicate with parents regarding waiting list status and application completion.
  • Utilize the ChildPlus system to send notifications to families on the waiting list.
  • Notify staff and supervisors upon the placement of new children.
  • Conduct follow-ups with staff and supervisors one week post-placement.
  • Manage enrollment changes and maintain accurate records in the ChildPlus system.
  • Inform relevant parties of any enrollment changes.
Data Entry and Reporting (30%)
  • Record weekly attendance and ensure all documentation is forwarded to the Food Service Manager.
  • Process Head Start and Early Head Start applications.
  • Generate requested reports within the ChildPlus system for management review.
  • Compile monthly reports regarding enrollment changes for the Head Start Executive Assistant.
  • Prepare CACFP reports for accounting, detailing the number of meals served.
  • Conduct annual reports for all enrolled children across programs.
Reception Duties (15%)
  • Manage incoming calls and messages effectively.
  • Ensure office supplies, particularly paper for copiers, are adequately stocked.
  • Oversee daily mail operations.
  • Welcome visitors and direct them to the appropriate personnel.
  • Maintain cleanliness and organization in the reception area.
  • Collect Head Start applications from interested parties.
Program Information Reporting (10%)
  • Assist the Eligibility Manager with Program Information Reports (PIR).
  • Verify data with relevant managers to ensure accuracy.
  • Support data entry into HSES as required.
  • Generate enrollment reports as needed.
  • Submit necessary data to the regional office in the absence of the Eligibility Manager.
Translation Duties (5%)
  • Provide translation services for various documents as time allows.
Additional Responsibilities (5%)
  • Support the Head Start Recruitment and Communication Coordinator as needed.
  • Perform other related tasks as assigned by the supervisor.
Training and Development

Engage in training sessions or conferences as required.

Physical Requirements

Work Environment: Office setting
Lifting Requirement: Up to 25 pounds
Travel Requirements: None required
Other Requirements: Valid driver's license, reliable transportation, current auto insurance, and the ability to pass all necessary background checks.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Systems and Tools

Proficient in Child Plus and Microsoft Office applications.

Qualifications

Required:
High school diploma or equivalent
Bilingual in English and Spanish
Proven experience in English-Spanish translation
Strong computer literacy
Proficient in Microsoft Office Suite
Excellent written and verbal communication skills.

Preferred:
Two years of experience in Head Start and/or Early Head Start programs
Two years of experience in an office environment.

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