Child and Youth Program Operations Clerk

Navy Child and Youth Programs (CYP) offers early care and youth services in center‑based (birth to five), facility‑based (age 5‑12), and recreational environments (teen; youth sports and fitness). CYP Operations Clerks are front‑line representatives and administrative liaisons. They manage the CYP waitlist, coordinate enrollment, oversee recordkeeping, and collect parent fees while using a variety of data‑processing systems. Learn more at https://www.navycyp.org.

Responsibilities

Record Keeping and Reporting

• Prepares and maintains assigned reports, correspondence, and statistical and financial data pertaining to components within the CYP (e.g., CDC, CDH, SAC, YP, R&R, USDA).
• Ensures child registration and enrollment paperwork is complete and current.
• Ensures that all USDA food program records are accurate, up‑to‑date and readily available.
• Reviews and submits completed paperwork for background checks.
• Maintains office files and records.
• Provides required information to requesting agencies, including but not limited to Family Advocacy, Naval Investigative Services, Environment, Safety and Fire personnel, and USDA.
• Prepares necessary daily, weekly and monthly reports in compliance with reporting policies and procedures and ensures timely submission.
• Conducts research of records and follows up to resolve discrepancies and problems.
• Notifies supervisor of any discrepancies and informs supervisor of any issues/problems that cannot be resolved.

Liaison with Families and Programs

• Provides front desk coverage, logs children in and out of the facility, and answers questions regarding programs and services, patron financial obligations, waiting lists, events, and policies and procedures.
• Assists with dissemination of information to CDH providers regarding training schedules, certification process, application status, and USDA reporting requirements.
• Takes telephone calls and responds to inquiries, referring calls to supervisor or other personnel when appropriate.
• Performs assigned resource and referral duties and assists in maintaining the current waiting list.

Fees and Supplies

• Collects fees and charges and records payments in accordance with proper procedures.
• Notifies supervisor of all delinquent payments.
• Completes a daily activity report and ensures proper deposit of funds in accordance with established cash‑handling procedures.
• Monitors all supplies and resources.
• Notifies supervisor of items that need to be ordered.

Additional Responsibilities

• Serves as a mandatory reporter to Family Advocacy and Child Protective Services as prescribed by local policy in the case of suspected incidences of child abuse and neglect.
• Performs other duties as assigned.

Requirements

• Must satisfactorily complete all background checks for child‑care positions, including fingerprint checks, a Tier 1 with Child Care check, Tier 3 if applicable, and a State Criminal History Repository (SCHR) check.
• Must successfully pass the E‑Verify employment verification check; any discrepancies must be resolved as a condition of employment.
• Must pass a pre‑employment physical, provide evidence of immunization, be free of all communicable diseases, and obtain appropriate immunization against communicable diseases.
• Must be 18 years of age or older.
• Must successfully obtain and maintain appropriate security clearance as needed.
• Ability to complete required training certificates and maintain certifications or credentials required by Federal, State, and/or national accreditation institutions used as part of DoD’s Child and Youth Programs.

Qualifications

• Knowledge of administrative support functions.
• Knowledge of general office automation software, practices and procedures to accomplish various work assignments.
• Knowledge of military CDC, CDH, SAC, YP, R&R and the USDA Food Programs.
• Ability to maintain a computerized database.
• Working knowledge of computer keyboard and Child and Youth Management System (CYMS) or equivalent database system.
• Ability to maintain accurate reports and records and military‑style documents.
• Ability to communicate effectively in English, both verbally and in writing.
• Skill in cash handling required.
• Two (2) years of administrative experience.

Education

Applicants must provide a copy of their high‑school diploma, GED, or college transcripts (showing degree awarded/conferred) when applying. If a degree has not yet been awarded and/or the applicant possesses certificates of completion for DoD‑approved competency‑based training courses, and/or a valid CDA/MSA credential(s), a copy of the high‑school diploma or equivalent is also required.

Additional Information

There will be a bi‑weekly review of applicants until a selection is made or the vacancy closes. This recruitment may be used to fill additional vacant positions within NBK Child and Youth Programs.

Executive Order 12564 requires a Federal workplace free of illegal drugs. All Federal employees must remain drug‑free throughout their employment. Use of illegal drugs, including marijuana (a Schedule I drug under the Controlled Substances Act), will result in penalties up to and including removal from Federal service. A positive drug test for marijuana or any other tested substance will result in withdrawal of the tentative job offer and ineligibility to apply for a DoD position for six months.

All individuals providing child‑care services on a Department of Navy installation or in a DoD‑sanctioned program must complete the Installation Records Check (IRC), which includes checks of Substance Abuse Rehabilitation Program (SARP) records, Family Advocacy Program (FAP) records, and an installation security/base check via the