Enrollment Specialist

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.

Key Responsibilities:

Enrollment Support

• 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.
• Represent the agency and programs at marketing and mass enrollment events.
• Understand third party procedures and enrollment process (CAPP), and internal agency policies and procedures regarding full fee enrollment.
• Understand 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.
• Process and input family enrollment and change paperwork in a timely manner to meet agency guidelines into CDSS with a caseload of approximately 350 children.
• Ensure the processing of subsidized enrollment and continued eligibility of families in a professional and timely manner for full compliance with all governing regulations.

Data Compliance Support

• 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
• Ensure valid program selection, schedule, and tuition entry is performed to generate accurate family billing statements monthly
• Enter any special fee assessments in a timely manner to ensure they are captured in each billing cycle
• Will provide support in formal internal and external audits, as directed by Supervisor

Tuition Support

• Understand funding terms and conditions regarding eligibility and payment
• Support accounting documentation for tuition payment plans and returned checks
• Generate monthly Notice of Action letters, as needed
• Support processing of documentation for tuition payment plans, tuition exemptions, requests for tuition refund and returned checks
• Support with Collection Notices, as needed, and submit uncollectible tuitions to Collection department and maintain payment records
• Support with answering and addressing questions from center or parents regarding payment status and issues

Administrative Support

• Support with printing documents such as attendance sheets and billing statements from Center Track
• Dispatch and distribute critical documents between regional/corporate offices and the centers. The documents to be picked up and delivered to centers may include and are not limited to: enrollment documentation, attendance documentation, audit documentation, and red envelope documentation.

Required Qualifications

• High School Diploma.
• 3-5 years’ experience in customer service, data entry, or administrative functions.

Preferred Qualifications:

• 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.
• Competent 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.
• Flexibility and ability to prioritize a shifting workload.
• Flexible hours based on the needs of the programs.
• Ability to work in a deadline driven environment.
• Ability to maintain confidentiality of family, child, and financial information.
• Carry out scheduled activities independently after training and be a self-starter.
• Be able to use own transportation and delivery to the assigned centers and regional office.

Working Conditions:

• Generally pleasant working conditions.
• Less than 50% of daily assignments involve prolonged physical effort.

Shift Type: Full Time

Schedule: Monday – Friday, 8-hour shift between the hours of 8am - 6pm

What We Offer:

• Medical, Dental, and Vision Benefits
• 401(k) Retirement plan and Employee Assistance Program (EAP)
• Personal Health Advocate
• Paid vacation, sick time, and holidays
• Commuter pre-tax benefit
• Discounted childcare
• Access to the Calm app
• Tickets at Work employee discounts

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.

Equal Opportunity Employer


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For further information, please review the Know Your Rights notice from the Department of Labor.