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Eligibility and Recruitment Coordinator

2 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 protocols and guidelines of the organization. This includes making eligibility determinations that align with Federal Head Start Performance Standards as well as local and state regulations. The role also involves coordinating recruitment initiatives to ensure a robust waitlist for all program sites.

Additionally, the position requires overseeing the Full Day billing process by facilitating effective communication between the Head Start Full Day Program, the Finance Department, the Oregon Department of Human Services, and the families participating in the program.

Key Responsibilities:
Eligibility and Selection (50%):
Execute timely processing of applications as detailed in the "Initial Eligibility Application Process Policy." Conduct eligibility interviews to ensure the accuracy and completeness of information provided in the applications.
Gather confidential and relevant data from families for entry into applicant records.
Maintain consistent communication with staff and families, often dealing with sensitive information.

Provide essential information and referrals to families on the waitlist, particularly focusing on resources for families experiencing homelessness.

Handle eligibility verifications and placements for Early Head Start to Head Start transitions.
Document all interactions regarding applications in the applicant records.
Manage waitlists to ensure accurate selection of families, prioritizing those with the greatest need based on the eligibility process.

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 readily accessible for processing and annual audits.

Process requests for educational records from parents or other agencies, ensuring proper permissions are in place.

Develop and sustain collaborative relationships with external agencies to enhance recruitment and service delivery to enrolled and waitlisted families.

Participate in recruitment events and assist with enrollment as necessary.

Full Day Billing Coordination:
Attend monthly billing meetings.

Process billing documentation from the DHS Direct Pay Unit to guarantee timely subsidy payments to the organization.

Address any billing issues with the Direct Pay Unit as they arise.
Follow up with Full Day families regarding Parent Pay agreements and maintain communication through various channels.

Ensure ongoing communication with Full Day regional staff to provide the highest level of service to families, addressing concerns related to program options, financial issues, and referrals.

Perform central office reception duties as required.
Participate in meetings and training sessions as needed.
Complete other assigned tasks. All communications are sensitive and adhere to confidentiality policies.

Minimum Qualifications:
High School diploma or GED required; an Associate Degree in a related field is preferred.
Bilingual (Spanish) skills are advantageous.

A minimum of one year of relevant clerical or administrative experience is preferred, with a strong focus on record-keeping, tracking, and public interaction.

Ability to effectively communicate with clients in crisis situations.
Proficient in computer skills, including database management, spreadsheets, word processing, internet navigation, 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:
Ability to prioritize tasks, organize effectively, and solve problems while managing multiple responsibilities.
Strong organizational skills with a keen attention to detail and accuracy.
Effective verbal and written communication skills with staff and families.
Regular use of hands for typing, phone communication, and filing.
Frequent sitting at a computer workstation for extended periods.
Occasional standing to operate office equipment and lifting of up to 25 pounds.

This job description is subject to change at any time.