Program Assistant II

Department: Provider Payments

Classification: Non-Exempt

ROP: $26.26 hourly (equivalent to $54,620.80 annually)

Location: Eastlake, CA

Purpose of Role:

As a Program Assistant II, you will perform a variety of administrative and program support duties for the Child Care Provider Payments Program to ensure compliance and quality standards are met based on California Department of Social Services regulations and CDA policies and procedures.

Essential Duties and Responsibilities:

1. Monitor attendance records for compliance with attendance requirements, authorized contracted hours, and required signatures to ensure accuracy and completeness.
2. Prepare reports, metrics, and other data for management review.
3. Collect, maintain, and distribute departmental reports and program data in accordance with established policies and procedures.
4. Provide responsive, accurate, and professional customer service to child care providers by responding to inquiries and resolving routine issues.
5. Download, organize, distribute, track, review, and document digital attendance records to support timely and accurate payment processing.
6. Receive, sort, scan, index, and maintain attendance records and supporting documentation in accordance with established policies and procedures.
7. Create and distribute provider notices electronically in accordance with established policies and procedures.
8. Create and maintain tracking logs to monitor the receipt, distribution, and processing of attendance records.
9. Schedule and conduct quality assurance reviews of notices, attendance records, and other assigned program activities; document findings, prepare reports, communicate results to the Provider Payment Supervisor II, and provide guidance to Payment Assistants to promote quality standards.
10. Perform software testing as needed; serve as a subject matter expert for the program system; and provide feedback to the Policies and Procedures team regarding system updates, enhancements, and newly established business rules.

Position Requirements:

• Education, training, and/or experience that demonstrates possession of the knowledge, skills and abilities listed.
• One year of clerical or administrative support experience, or completion of an office clerical program through a college or vocational school.
• Must have willingness to learn and ability to understand and follow oral and written directions.
• Ability to read, interpret, and apply California Department of Social Services (CDSS) regulations and CDA policies and procedures.
• Ability to provide prompt, efficient, and responsive service; and to communicate and treat all individuals with dignity and respect, responding in a cooperative, solution-oriented manner.
• Ability to understand and respect diversity in the workplace/community, showing consideration by communicating tactfully and sensitively at all times.

Minimum Qualifications:

Education, training, and/or experience that demonstrates possession of the knowledge, skills and abilities listed. One year of clerical or administrative support experience, or completion of an office clerical program through a college or vocational school.

Knowledge, Skills & Abilities:

• Demonstrated proficiency in general office procedures, including typing, filing, record keeping, reception, and maintaining electronic and paper files. Proficiency in Microsoft Office 365 applications, including Microsoft Word and Excel, and the ability to create and maintain forms, reports, and other documents.
• Ability to read, interpret, and apply California Department of Social Services (CDSS) regulations and CDA policies and procedures. Ability to read and interpret charts, tables, schedules, manuals, policies, and procedural documents, and accurately file records alphabetically, numerically, chronologically, and by subject.
• Demonstrated ability to organize, prioritize, and manage multiple assignments while meeting established deadlines with minimal supervision.
• Ability to maintain confidentiality and comply with applicable privacy laws, regulations, and agency policies. Exercise sound judgment by disclosing only authorized information to parents, providers, and other authorized individuals.
• Ability to adapt to changing priorities, policies, procedures, and program requirements while maintaining flexibility and promoting a positive work environment.
• Ability to communicate professionally and effectively, treating all individuals with dignity, respect, tact, and sensitivity while responding in a cooperative, solution-oriented manner.
• Demonstrated ability to work effectively with individuals from diverse cultural, educational, and socioeconomic backgrounds while maintaining professional relationships and avoiding conflicts of interest. Report potential conflicts of interest in accordance with agency policy.
• Ability to remain calm, exercise sound judgment, and respond effectively in crisis or challenging situations.

Work Schedule: Full-time, Monday—Friday, 40 hours per week, 8:30 AM to 5:00 PM. May require evening and weekend hours based on the needs of the program.

Work Environment

General office environment that may require interactions with customers with a range of moods and emotions. Customers may behave in a manner which is irrational, unreasonable, unsettled and/or hostile. All require patience and skill being tactful and understanding so not to alienate or antagonize. Subject to driving in a variety of weather and traffic conditions.

The list of job duties and responsibilities is not intended to be all-inclusive and may be expanded from time to time to include other duties and responsibilities that may be deemed necessary.

Physical Demands

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable an individual with a qualified disability to perform the essential functions of a job, on a case-by-case basis.

Continuous: upward and downward flexion of the neck; frequent: sitting use of hands to operate computers, printers, and copiers; occasional: walking, standing; bending, and twisting of neck, bending and twisting of waist, squatting, grasping, reaching above and below shoulder level, pulling file drawers and carts, and lifting and carrying of objects weighing up to 20 pounds.

This list of job duties and responsibilities is not intended to be all-inclusive and may be expanded from time to time to include other duties or responsibilities that may be deemed necessary.

Benefits:

• Medical | Dental | Vision - 80% paid by the employer in the first year, and 100% thereafter
• Ongoing Training and Staff Development opportunities
• Flexible Spending Account
• Legal Service Plans Available
• Paid Holidays, Sick Pay, and Vacation Time
• Additional Vacation Days – Earn up to 5 bonus days after 3 years, and up to 15 bonus days after 10 years.
• Long-Term Disability
• Group and Voluntary Life Insurance Plan
• Annual Employer Contribution Plan and Employee 401(k) Contribution
• Employee Assistance Program