Enrollment Specialist
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.
Key Responsibilities:
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 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.
Required Qualifications
- High School Diploma.
- 3-5 years’ experience in customer service, data entry, or administrative functions.
Preferred Qualifications:
- AA/AS in Business or related field.
- Child Development and childcare funding experience preferred.
- Bilingual Spanish/English.
Key Competencies
- 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.
- Be able to use own transportation and delivery to the assigned centers and regional office.
Working Conditions:
- Generally pleasant working conditions.
- Less than 50% of daily assignments involve prolonged physical effort.
Shift Type: Full Time
Schedule: Monday – Friday, 8-hour shift between the hours of 8am - 6pm
What We Offer:
- Medical, Dental, and Vision Benefits
- 401(k) Retirement plan and Employee Assistance Program (EAP)
- Personal Health Advocate
- Paid vacation, sick time, and holidays
- Commuter pre-tax benefit
- Discounted childcare
- Access to the Calm app
- Tickets at Work employee discounts
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.