CYP Child and Youth Program Operations Clerk

About the Role

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 serve as front-line representatives and administrative liaisons, managing the CYP waitlist, coordinating enrollment, overseeing recordkeeping, and collecting parent fees, along with operating various data processing systems.

Learn more about us at https://www.navycyp.org.

Responsibilities

• Record Keeping and Reporting
  • Prepares and maintains assigned reports, correspondence, and statistical and financial data for CYP components (e.g., CDC, CDH, SAC, YP, R&R, USDA).
  • Ensures child registration and enrollment paperwork is complete and current.
  • Maintains accurate, up-to-date USDA food program records and ensures they are readily available.
  • Reviews and submits completed paperwork for background checks.
  • Maintains office files and records.
  • Provides required information to requesting agencies, including Family Advocacy, Naval Investigative Services, Environment, Safety and Fire personnel, and USDA.
  • Prepares daily, weekly, and monthly reports in compliance with policies and ensures timely submission.
  • Conducts record research and follows up to resolve discrepancies or problems.
  • Notifies supervisor of discrepancies or unresolved issues.
• Liaison with Families and Programs
  • Provides front desk coverage, logs children in and out of the facility, and answers questions about programs, services, financial obligations, waiting lists, events, and policies.
  • Assists with disseminating information to CDH providers regarding training schedules, certification processes, application status, and USDA reporting requirements.
  • Handles telephone inquiries and refers calls to supervisors or other personnel as appropriate.
  • Performs resource and referral duties, including maintaining the current waiting list.
• Fees and Supplies
  • Collects fees and records payments in accordance with proper procedures.
  • Notifies supervisor of delinquent payments.
  • Completes daily activity reports and ensures proper deposit of funds following cash handling procedures.
  • Monitors supplies and resources, notifying supervisor of items needing reorder.
• Additional Responsibilities
  • Serves as a mandatory reporter to Family Advocacy and Child Protective Services for suspected child abuse or neglect, as prescribed by local policy.
  • Performs other duties as assigned.

Requirements

• Must be 18 years of age or older and possess a high school diploma or equivalent.
• Complete required training certificates and maintain certifications or credentials mandated by Federal, State, and/or national accreditation institutions for DoD's Child and Youth Programs.
• Undergo pre-employment and random drug testing; a positive test or refusal to submit is grounds for removal.
• Pass a pre-employment physical, provide evidence of immunization, be free of communicable diseases, and obtain required immunizations.
• Employment contingent upon proof of education if not provided at the time of application.
• Must successfully pass the E-Verify employment verification check; discrepancies must be resolved as a condition of employment.
• Must meet federal suitability requirements, including a successful background investigation.

Qualifications

Resumes must demonstrate experience and knowledge, skills, and abilities (KSAs) relevant to this position. Applicants should clearly specify their experience level and KSAs. A qualified candidate will possess:

• Knowledge of administrative support functions.
• Knowledge of general office automation software, practices, and procedures.
• Knowledge of military CDC, CDH, SAC, YP, R&R, and 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, records, and military-style documents.
• Ability to communicate effectively in English, both verbally and in writing.
• Skill in cash handling.
• Two (2) years of administrative experience.

Education

• Must provide a copy of your high school diploma, GED, or college transcripts (showing degree awarded/conferred) when applying.
• If your degree has not been awarded, you must also provide certificates of completion for DoD-approved competency-based training courses and/or a valid CDA/MSA credential(s), along with a copy of your high school diploma or equivalent.