Ccdp Intake Support Specialist

POSITION TITLE: Program Intake Coordinator
DEPARTMENT: HHS - CCDP
LOCATION: Longview, WA
REPORTS TO: Program Manager
FLSA STATUS: Nonexempt, fulltime
WAGE RANGE: $27.92 - $36.30 per hour

Review Date: April 8, 2024

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

Position Summary:

Ensures the efficient and effective operations within the Child Care Development Program by working with tribal families to assist in meeting child care needs within designated service areas. Recruits’ families and processes applications according to established policies, procedures, grant requirements and other regulations. Maintains professionalism in all interactions with internal and external customers. Honors and represents the mission, vision, values of CIT, HHS and the CCDP program.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

Intake

• Communicates program services and eligibility changes with eligible tribal families, care providers, CIT employees and community agencies in a professional and timely manner.
• Processes, reviews and verifies required application documentation to determine eligibility.
• Develops, updates and maintains accurate records and able to prepare needed reports in a timely manner in accordance with grant requirements.
• Calculates co-pays and provider rates; creates and sends parent and provider acceptance letters in a timely manner.
• Refers families to CIT programs or other specialized CCDP staff as needed.
• Maintains client confidentiality and adheres to grant, state, and federal guidelines.

Recruitment & Community Outreach

• Develops and maintains professional working relationship with families, child care providers, CIT employees, or other external agencies.
• Assists in recruitment of families by designing and posting flyers in appropriate areas including, public schools, colleges, message boards and social media outlets.
• Develops and updates program forms, outreach materials and other relevant communications.
• Participates in outreach events, including tribal meetings, powwows, and other related community events, working occasional evening and weekends, as needed.

Other Essential Duties & Responsibilities:

• Operates multi-line telephone system to answer incoming calls and greets visitors; creates a welcoming environment and directs callers, clients, and visitors to appropriate personnel.
• Works with Program Manager and other program staff to create and update program policies and procedures in compliance with grant or funding requirements and program goals, objectives, and best practice standards.
• Prepares and distributes outgoing correspondence, reports, minutes, agendas, or memos.
• Reports suspected incidences of child abuse/neglect to supervisor and/or leadership team member and makes mandated report to Child Protective Services (CPS), as required.
• Participates in staff meetings as needed.
• Adapts to changes in safety protocols and procedures.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge and basic understanding of early childhood education and development.
• Knowledge of community early childhood resources.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet, and database software programs in a Windows environment.
• Skill in in treating internal and external customers with dignity, courtesy, and respect.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent sound judgment reflecting fidelity and ethics.

Minimum Qualifications:

• Excellent customer service in working with families.
• Associate degree in business, social services and or human services.
• Two years related experience in childcare or community programs.
• A combination of relevant education and related work experience may be considered.
• Experience working within American Indian and/or Alaska Native communities preferred.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety.

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education, and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 50lbs. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office or outdoor setting with a moderate noise level. Exposure to natural weather conditions and dust, fumes, airborne particles and/or allergens may occur while performing outdoor duties. Situations occur where PPE (personal protective equipment) is needed. May come in contact with hostile, violent or offensive individuals. Overnight travel, evening and/or weekend work is occasionally required. Tight time constraints and multiple demands are common.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

The Cowlitz Indian Tribe is an Equal Opportunity Employer, and a Drug & Alcohol-Free workplace.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).