Alternative Payment Program Specialist

Manages the enrollment of families using Alternative Payment (APP) and other third-party childcare funding. Works closely with families, APP agencies, Catalyst centers, and internal teams to ensure children are enrolled on time and funding is in place.

Responsibilities

• Manage a high-volume caseload of 300+ Alternative Payment (APP) Program families, coordinating enrollment, eligibility documentation, certificate management, and ongoing case maintenance to ensure uninterrupted services.
• Administer Alternative Payment (APP), CAPP, and third-party funding requirements by maintaining compliance with applicable regulations, funding agency requirements, and organizational policies while ensuring audit readiness.
• Serve as the primary liaison between funding agencies, Contracts, center leadership, Accounting, and families to resolve enrollment, documentation, reimbursement, and payment issues.
• Review funding authorizations, certificates, and supporting documentation for accuracy, completeness, and eligibility, resolving discrepancies to support timely enrollment and reimbursement.
• Monitor certificate timelines, authorized schedules, family fees, Regional Market Rates, and reimbursement requirements to ensure accurate billing, family copayments, and maximum reimbursement.
• Maintain complete, accurate, and audit-ready enrollment records and reports, supporting internal monitoring, regulatory compliance, and external audits.
• Partner with Accounting and supportive departments to reconcile monthly payments and resolve reimbursement discrepancies with funding agencies.
• Collaborate with center leaders to support enrollment goals, collections, compliance, and exceptional family service.
• Identify opportunities to improve enrollment processes, documentation standards, and operational workflows to increase efficiency, consistency, and compliance.

Requirements

• AA Degree
• 3-4 Years of experience in customer service, data entry, or administrative positions.

Qualifications

• BA Degree (preferred)
• Bilingual – Spanish (preferred)
• Experience coordinating enrollment, case management or client services and collaboration with internal and external partners (preferred)
• Experience managing confidential records with high degree of accuracy (preferred)
• Experience with Alternative Payment Programs for Childcare (preferred)

Skills

• Exceptional customer service and commitment to supporting families through complex systems
• Strong communication and interpersonal skills to build collaborative relationships across multiple parties
• Organizational, time management, and prioritization skills to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong analytical and problem-solving skills with exceptional attention to detail and a commitment to accuracy, compliance, and confidentiality
• Adaptable and flexible with the ability to respond effectively to changing requirements, policies, and operational priorities
• Team-oriented and dependable in follow-up to internal and external collaborative partners

Working Conditions

• Generally pleasant working conditions
• Less than 50% of daily assignments involve prolonged physical effort
• Travel: Up to 10%

Schedule

• Full Time
• Monday - Friday, 8-hour shift between hours of 8am - 6pm

Benefits

• 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
• Ongoing training and professional growth advisory