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Eligibility and Enrollment Coordinator

3 months ago

Springfield, United States Oregon Head Start Association Full time

Position Overview:
The primary responsibility of this role is to manage the processing of eligibility applications in accordance with the established systems, procedures, and policies of the organization. This includes making eligibility determinations that comply with Federal Head Start Performance Standards as well as local, state, and agency regulations. Additionally, the role involves coordinating recruitment initiatives to ensure a sufficient waitlist for all program sites.

Another key aspect of this position is overseeing the Full Day billing process, which requires effective communication between the Head Start Full Day Program, the Finance Department, the Oregon Department of Human Services, and the families enrolled in the HSOLC Full Day Program.

Key Responsibilities:
Eligibility and Selection (50%):
- Execute timely processing of applications as per the Initial Eligibility Application Process Policy.
- Conduct interviews with applicants to gather complete and accurate information for the Eligibility Application.
- Collect confidential and relevant data from families for entry into applicant records.
- Maintain regular communication with staff and families, often dealing with sensitive information.
- Provide necessary information and referrals to families on the waitlist, particularly focusing on resources for families experiencing homelessness.
- Process eligibility verifications and placements for EHS to HS transitions.
- Document all interactions regarding applications in the applicant records.
- Maintain accurate waitlists to ensure proper selection of families, prioritizing those with the greatest need as defined in the Selection Policy.

Administrative Support Services (50%):
- Organize and maintain filing systems and eligibility files for all enrolled, previously enrolled, and waitlisted applicants.
- Ensure that files are accurate and accessible for processing and annual audits.
- Handle requests for educational records from parents or other agencies, ensuring that appropriate permissions are in place.
- Build and sustain working relationships with external agencies to enhance recruitment and service delivery to enrolled and waitlisted families.
- Participate in recruitment events and assist with enrollment processes as needed.

Full Day Billing Coordination:
- Attend monthly billing meetings.
- Process billing documentation from the DHS Direct Pay Unit to ensure timely subsidy payments to HSOLC.
- Address billing issues with the DPU as they arise.
- Follow up with Full Day families regarding Parent Pay agreements.
- Maintain ongoing communication with Full Day regional staff to provide the highest level of service to families, addressing financial concerns and referrals.
- Perform central office reception duties as required and attend necessary meetings and training sessions.

Minimum Qualifications:
- High School diploma or GED required; an Associate Degree in a related field is preferred.
- Bilingual skills in Spanish are preferred.
- A minimum of one year of relevant clerical or administrative experience is preferred, with a strong focus on record keeping and public interaction.
- Ability to effectively communicate with clients in crisis situations.
- Proficient in computer skills, including database management, spreadsheets, word processing, and email.
- Enrollment in the Child Care Division-Central Background Registry is required.
- A Health Appraisal Questionnaire must be completed upon hire and updated annually.

Knowledge, Skills, and Abilities:
- Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.
- Excellent attention to detail and accuracy in work.
- Effective verbal and written communication skills with staff and families.
- Ability to perform regular tasks involving repetitive motion with hands, including typing and filing.
- Frequent sitting at a computer workstation for extended periods, along with occasional standing and lifting up to 25 pounds.

Position Information:
- This is a full-time position, requiring 40 hours of work per week. The role is supervised by the ERSEA Manager and is subject to the organization's policies and procedures.

- This job description is subject to change as necessary.