JOB DESCRIPTION

Summary/Objective:

The Application and Billing Specialist is responsible for implementing intake and billing systems for the Early Education departments of the Child and Family Division. They serve as an initial point of contact for prospective families, conducting outreach, assessing eligibility, managing the intake processes, and supporting the smooth transition of children into the program. This position works closely with the ERSEA Specialist to provide administrative support, maintain accurate records that meet or exceed all applicable local, state, and federal regulatory standards, and to support full family engagement and positive community relations.

Essential Functions

Enrollment and Intake Management

1. Oversee the pre-application and application process, including contacting families, conducting interviews, collecting documentation, and managing the waitlist for all programs.
2. Complete enrollment for Foundations for Learning families including obtaining required signatures, obtaining health clearance, and providing classrooms required documentation prior to the child’s start date.
3. Conduct thorough initial and three-year eligibility assessments, including required ERSEA interviews, for all current and potential participants.
4. Collaborate with Education Managers to make timely participant selections. Communicate decisions effectively and work with program staff to ensure a seamless transition from intake to enrollment.
5. Partner with the ERSEA Manager to implement activities that ensure full program enrollment.
6. Participate in community events and collaborate with local organizations to promote program awareness and recruit families.
7. Foster positive communication and interaction between colleagues, between staff and parents; and between staff and children in accordance with the Pyramid Model for supporting emotional competencies.
8. Maintain effective communication channels to address family inquiries and manage selection and communication from the Kinderwait list.

Billing and Compliance

1. Collect all required Department of Early Education and Care (EEC) eligibility paperwork, including initial documentation, reassessments, and reauthorizations in the Child Care Financial Assistance System (CCFA).
2. Determine, administer, and collect parent fees, including documenting and processing all program billing.
3. Ensure case records are always up-to-date, accurate, and complete in program data management systems (e.g., GoEngage, CCFA).
4. Prepare reports and assist with file audits to ensure compliance with all licensing and funding sources (e.g., EEC, OHS, NAEYC, CACFP).

Communication and Professional Conduct

1. Promote effective, respectful, and positive communication among colleagues, staff, parents, and children, adhering to the Pyramid Model for supporting emotional competence.
2. Practice open, regular, and respectful communication with families using diverse methods (in-person, electronic, phone calls, etc.).
3. Actively participate in program planning, team meetings, training, and professional development activities.
4. Uphold the highest degree of professionalism at all times, including adherence to the NAEYC Code of Ethics, consistency of care through regular attendance, and organizational codes of conduct.
5. As a mandated reporter, recognize and immediately report suspected abuse or neglect to the appropriate authorities as required by law.
6. Other duties as assigned.

Competencies

1. Strong knowledge of federal and state regulations related to early childhood education programs.
2. Excellent communication and interpersonal skills. Preferred
3. Ability to work independently and collaboratively in a team environment.
4. Detail-oriented with strong organizational and time management skills.

Work Environment

The position works primarily in an office environment with required attendance and participation at community engagement and visibility events.

Physical Demands

Duties may require sitting, standing, or walking for long periods of time.

Position Type/Expected Hours of Work

Monday through Friday 8:00 am – 4:00 pm. Occasional evening work may be required.

Required Education and Experience

1. 1. High School Diploma required. Associates degree in a related field (Social Work, Human Services, etc.) preferred
2. 2. At least 2 years of experience in a full-time office position. Experience working in a Head Start of EEC funded childcare program preferred
3. Experience in eligibility determination, intake processes, or a related field preferred

Other Duties
Note this job description is not designed to cover a comprehensive listing of duties that are required of the employee for this job. Duties and responsibilities may change at any time with or without notice.

EEO Statement

The Dimock Center values diversity and is committed to equal employment opportunity regardless of age, color, disability, ethnicity, marital status, national origin, race, religion, sex, sexual orientation, veteran status or any other status protected by law

Salary
The approved salary range for this role is $22.69 per hour to $33.71 per hour, dependent on candidate qualifications and related experience