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Eligibility Specialist (Early Childhood Education)

Under the supervision of the Lead Eligibility Specialist (LES), the Eligibility Specialist will be responsible for the recruitment, certification, and tracking of children and families in the California Department of Education (CDE) California State Preschool Program (CSPP) and California Department of Education (CDSS) General Childcare (CCTR), herein referred to as the state programs. The Eligibility Specialist is responsible for maintaining confidentiality and compliance with funding regulations. This role requires a high level of attention to detail and the ability to interact positively with families and key stakeholders during audits (internal and external) and ECE Administrators. The Eligibility Specialist will work in collaboration with the ECE Directors, Program Support Specialist, and ECE Administrative Teams to ensure that required documentation and reporting data are complete and accurate. This role requires a flexible, rotating schedule at each of the three Early Education Centers as assigned, with the primary job location being in Duarte.    

Status: $19-21

Reports To:  Lead Eligibility Specialist

Reporting Staff: None

Core Responsibilities

Uphold Maryvale’s Mission and Vincentian Core Values, carrying forward the legacy of the Daughters of Charity.
Apply the Trauma-Informed Care philosophy, recognizing trauma symptoms and the role trauma has played in the lives of those served.
Assist in the healing process by developing appropriate RICH® (Respect, Information, Connection, and Hope) relationships with those served
Demonstrate professionalism, teamwork, and respectful communication with staff, children, and families.
Follow OSHA regulations, Universal Precautions, and all safety policies.
Participate in quality improvement efforts and department goals.

Essential Duties

Recruit eligible families and maintain eligibility lists in line with enrollment priorities to maximize state contracts.
Conduct thorough, compassionate family interviews and collect all required documentation at the time of the interview.
Process paperwork accurately and timely; ensure files are complete and error-free prior to certifying families for childcare services.
Maintain the eligibility/family file (the ECE Director is responsible for the CCL packet)
Coordinate timely start dates with the ECE administrative team, with final approval from the Center Director.
Enroll families according to current funding terms and state program eligibility and need criteria.
Maintain a working knowledge of all Maryvale programs to connect families to the right services and departments.
Attend at least one recruitment event per month and complete community outreach through flyers and presentations.
Provide excellent customer service at the front desk, including information on rates, program activities, and daily schedule.
Communicate clearly and consistently with families per the Maryvale Communication Policy (email preferred).
Return phone calls within 24 hours and document conversations in the family file or via email to the appropriate staff.
Document any family concerns or problems in case notes.
Complete monthly hours and attendance tracking by the 4th of each month.
Audit attendance sheets weekly, follow up on missing information, and track best interest days and excused absences.
Prepare assigned monthly and quarterly reports.
Coordinate with the Program Support Specialist (PSS) on family fee notifications and provide all information needed for billing.
Issue notices of action when families do not comply with program requirements, as outlined in the family handbook.
Cover the front desk as scheduled, sign in visitors, maintain records of cash received, and complete daily deposits.
Reconcile food program daily counts across all centers.
Provide general office support (filing, copying, generating forms, and communication materials for state programs).
Report any program or child safety concerns immediately to the Director and Program Support Manager (mandated reporter).
Provide classroom coverage in an emergency under the guidance of a fully qualified teacher.
Complete a minimum of 21 hours of Professional Development annually.
Other duties as assigned.

Qualifications

Experience with eligibility-based programs, contracts, and funding; minimum 2 years in eligibility (Early Education preferred).
Knowledge of state regulations (training provided) with the ability to implement compliance requirements.
Strong customer service, communication (written/verbal), and interpersonal skills.
Highly organized, analytical, and detail-oriented; able to multitask, meet deadlines, and manage shifting priorities.
Handles confidential information with professionalism and discretion.
Proficient in Microsoft Office and adaptable to specialized systems; able to communicate program/compliance updates to leadership.
Meets all required clearances and certifications (CPR/First Aid, background clearance, TB test, immunizations, fingerprinting).
Willing to complete ongoing training (ECE policies, Title 22 & Title 5, CDE/CDSS) and occasional travel.
Flexible schedule, including evenings/weekends, and ability to work across multiple sites.
Bilingual (English/Spanish) preferred.

Physical Requirements

Regularly required to stand, sit, walk, use hands, and communicate effectively.
Frequent reaching, bending, kneeling, and similar movements.
Ability to lift and/or move up to 25 pounds occasionally.
Visual abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
May occasionally be required to drive.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

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