Summary: Assess eligibility of families for subsidized childcare according to EEC Regulations & Policies and through use of EEC's Kinderwait & CCFA software system, maintain subsidy files and enter children's attendance in CCFA, manage fee collection.
Why Work for SMOC?
Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.
Primary Responsibilities:
Engage all clients by understanding and addressing their needs whether within or outside the scope of work
Maintain confidentiality of client, employee, and agency information in accordance with federal and state laws and funder requirements
Develop a thorough understanding of all EEC Policies & Regulations pertaining to all aspects of childcare subsidies
Develop a thorough knowledge & use of CCFA & Kinderwait software systems per EEC policies & regulations
Enrolls families from Kinderwait , DCF & Homeless Referrals per EEC policies
Completes initial authorizations per EEC policy & regulations: including determining eligibility, collection of all required documentation, completion of all required forms and data entry into CCFA
Ensures all reauthorizations are completed per EEC policy prior to the end date
Tracks end dates of all voucher clients and ensures a current signed copy is maintained in the client's file along with all required documentation
Preforms second approvals of files for other subsidy administrators in a timely manner per EEC policy
Communicates any changes in enrollment to pertinent staff
Responsible to update attendance sheets & meal count sheets monthly
Responsible to enter attendance in CCFA per EEC policy every week for SAC & Family Child Care. Completes a final check at the end of each month. Ensures all original attendance sheets match data entered in CCFA
Collects & forwards all original attendance sheets & meal counts to the billing manager each month
Responsible to distribute, collect and review CACFP forms yearly and at intake for all enrolled children per CACFP guidelines
Assist with collection of parent fees and notifying administrative assistant of any parent fee changes, intakes and terminations
Attends & participate in team meetings as requested and communicate with staff and clients in other areas
Ensure compliance with program department, agency, and/or funder requirements, as well as SMOC policies & procedures.
Other duties as assigned.
Knowledge and Skill Requirements:
Must have sensitivity working with low-income families
Must be highly organized
Advanced understanding of excel & word required
Basic data entry skills required
Bilingual- Spanish or Portuguese required
GED or High School Diploma or higher required.
Organizational Relationship: Directly reports to the Billing and Intake Manager. Indirectly reports to Center Director.
Physical Requirement:
Sit for prolonged periods of time
Repetitive movement using standard office equipment such as a computer
Lifting and carrying files up to 10 lbs.
Ability to transfer data accurately from paper to systems.
Working Conditions: Works a 7.5hour day, with a half hour lunch break. Daily schedule is M-F, 7 am to 6pm varying. Directly supervised by the Intake /Billing Manager. This is a non-exempt position. As part of the responsibilities of this position, the Family Access Administrator will have direct contact or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human services. A successful background check is required.
Remote Work Option: Remote work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Family Access Administrator position is eligible to work from home 0% of the week in scheduling coordination with the department manager.
We are an equal opportunity employer committed to diversity in the workplace
7am-6pm Varying ; Monday - Friday
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