This employee is responsible for providing clerical support and administrative assistance to the Enrollment Department Manager (EDM). The Administrative Assistant (AA) is the first point of contact for new families who seek childcare for their child. This position requires a great high level of Customer Service, and demands an experienced professional with excellent interpersonal communication skills in English and Spanish. The enrollment goals are established each year and the Enrollment Team works diligently to meet these goals; which includes; identify families, determine eligibility of the family and market the three Child Development Centers that CYW operates.
CYW serves State Subsidized families, Alternative Payment Voucher Families and Full Cost families. The AA is responsible for taking direction from the EDM in order to meet the enrollment goals for the agency. This position is highly visible and requires an articulate and professional candidate. The AA will have a high volume of client interaction and requires multi-tasking and flexibility in order to deliver the highest level of customer service.
Essential Duties and Responsibilities:
Take inquiries for the certified program and explain the steps for the subsidized State Enrollment process.
Maintain the CDE-CSPP and CDSS-CCTR Certified wait list for families eligible for subsidized childcare.
Determine ranking and eligibility status for families who apply for the certified services.
Update the CYW Waiting List monthly and as families call to report changes. This also includes maintaining the phone log.
When CYW has vacancies, call families that are on the wait list to enroll- and re-confirm the family’s income.
Provide customer relations through communication tools (phone, email, text, zoom and in-person) in English and Spanish.
Attend needed training and technical support sessions to stay current on latest policies and protocols for the subsidized system.
Contact families who are not attending according to their contracted hours of enrollment.
Support collection process for delinquent accounts.
Cover the phones in the Administrative Office and take messages and route to the appropriate staff.
Provide customer service and support as needed. (tours, questions).
Other duties that may be assigned.
Qualification Requirements:
To perform this job successfully, an individual must be able to perform the essential duties and responsibilities satisfactorily. Skills and abilities listed below are representative of the knowledge and skills necessary to perform each function. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
Skills and Abilities:
Must be organized, creative, independent self-motivated, enthusiastic, dependable, detail oriented, flexible in scheduling, prioritization, and driven by excellence.
Must demonstrate excellent communication skills to present facts and recommendations effectively in verbal and written form and including business correspondence.
Strong interpersonal skills to establish and maintain effective business relationships with clients, vendors and employees.
The ability to demonstrate professional candor, discretion and respect for confidentiality especially in situations requiring customer service.
Thorough knowledge of office administration (filing systems, office machines, computer systems).
Must present a neat and professional appearance.
Must be able to adjust to tasks requiring priority, demonstrate ability to multi-task in accordance with ever changing deadlines and priorities.
Education and Experience:
AA Degree preferred, HS Diploma required.
3 years’ experience working in an office environment.
Bilingual and Bi-literate in English and Spanish required
Knowledge of Title XXII and Title 5.
Excellent verbal and written communication skills.
Computer Proficiency- MS Operating Systems (excel, word, publisher, data base software)
Must possess a valid California Driver’s License, and proof of insurance and have reliable transportation.
Must be able to obtain a Criminal Record Clearance in accordance with DSS Community Care Licensing.