Enrollment Specialist

About the role

The Enrollment Specialist provides multi-site administrative, clerical, private and subsidized enrollment, and logistical support to assigned Catalyst centers to improve the efficiency of operations and help ensure state compliance.

Responsibilities

• Acts as liaison to families to complete the enrollment process, from initial contact through completion of paperwork and offers support and resources to assist the family in childcare needs.
• Represents the agency and programs at marketing and mass enrollment events.
• Understands third party procedures and enrollment process (CAPP), and internal agency policies and procedures regarding full fee enrollment.
• Understands funding terms and conditions and agency policies and procedures regarding subsidized enrollment and eligibility.
• Utilizes waiting lists in accordance with policies and procedures and maintains accurate documentation to verify waiting list usage in accordance with requirements.
• Processes and inputs family enrollment and change paperwork in a timely manner to meet agency guidelines into CDSS with a caseload of approximately 350 children.
• Ensures the processing of subsidized enrollment and continued eligibility of families in a professional and timely manner for full compliance with all governing regulations.
• Completes family/child data entry and reporting in adherence with state mandated deadlines, audit schedules and agency policies and procedures.
• Maintains child and family files as current and in full compliance with governing regulations and agency policies and procedures to ensure they are consistently audit-ready.
• Ensures valid program selection, schedule, and tuition entry is performed to generate accurate family billing statements monthly.
• Enters any special fee assessments in a timely manner to ensure they are captured in each billing cycle.
• Provides support in formal internal and external audits, as directed by Supervisor.
• Supports tuition payment plans and returned checks.
• Supports processing of documentation for tuition payment plans, tuition exemptions, requests for tuition refund and returned checks.
• Supports with Collection Notices, as needed, and submits uncollectible tuitions to Collection department and maintains payment records.
• Supports with answering and addressing questions from center or parents regarding payment status and issues.
• Supports with printing documents such as attendance sheets and billing statements from Center Track.
• Dispatches and distributes critical documents between regional/corporate offices and the centers.

Qualifications

• High School Diploma.
• 3-5 years’ experience in customer service, data entry, or administrative functions.
• AA/AS in Business or related field. Child Development and childcare funding experience preferred.
• Bilingual Spanish/English.

Key Competencies

• Experienced with MS Office, including excel, word and access or related databases.
• Certified in PC and keyboarding skills.
• Strong communication and interpersonal skills.
• Effective time management, planning & organizational skills, and follow up skills.
• Team oriented and ability to multi-task.
• Flexible and able to prioritize a shifting workload.
• Flexible hours based on the needs of the programs.
• Able to work in a deadline driven environment.
• Able to maintain confidentiality of family, child, and financial information.
• Carries out scheduled activities independently after training and is a self-starter.
• Able to use own transportation and delivery to the assigned centers and regional office.

What We Offer

• Medical, Dental, and Vision Benefits.
• 401(k) Retirement plan and Employee Assistance Program (EAP).
• Paid vacation, sick time, and holidays.
• Commuter pre-tax benefit.
• Discounted childcare.
• Tickets at Work employee discounts.

Equal Opportunity Employer

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