ERSEA Specialist (San Luis Obispo) - Bilingual Required

 Helping People. Changing Lives. 

CAPSLO Mission, Vision and Core Values

Only bilingual/biliterate candidates will be considered. A test will be administered prior to employment.

Position Summary:

Under the general direction of the ERSEA Supervisor, ERSEA Specialist (ES) oversees data entry for Child Youth and Family Services. Works with Center Supervisors, Family Service Advocates, Family Childcare Coordinators, and Area Managers components. Responsible for initial determination and continued eligibility for federally funded programs. Ensure training and ongoing support for initial and continuing eligibility for federal funding compliance. The ERSEA establishes and maintains a trusting relationship with families who receive early education and childcare services. The ES responds to requests and inquiries from the centers, parents, providers, and maintains verification of initial and on-going documentation for those enrolled. ES ensures the integrity, compliance, monitoring, and operations of program eligibility. Supports CAPSLO’s mission by ensuring that the Migrant Head Start programs are properly administered and ES maintains effective relationships with families.

Required Education and Experience:

• High school diploma required.
• Must have five years of related experience performing administrative functions, case management, eligibility determinations or an equivalent combination of related education and experience in Child Development, Social Science, Psychology, Human Development, Liberal Studies.Plus

PLUS:

• Two of the years must be experience working equivalent to performing eligibility determinations as primary function of your job responsibilities. 

OR:

• Associate's Degree in Child Development, Social Science, Psychology, Human Development, Liberal Studies
• One year of experience working equivalent to performing eligibility determinations as primary function of your job responsibilities.
• Must be bilingual in Spanish and English. 

Preferred Education and Experience:

• Two years of experience with federally funding programs.
• Computer Science Certificate.

License & Certifications:

• Must have dependable, insured transportation and a valid California Driver’s license (mileage to be reimbursed) and acceptable driving record.  A DMV printout and proof of insurance will be required.

Essential Functions:

• Program Eligibility
  • Maintains a cooperative working relationship with all staff, clients and members of the community.
  • In coordination with the Information Systems Manager, assist with the updates of ERSEA policy and procedures.
  • In coordination with AM, establishes and implements a training program for new and existing staff, along with ongoing support. 
  • Overseas activities related to the processes of federal waitlist & applications; including, entering, reviewing waitlist applications for completion, changes of family’s status such as transfers, withdrawals or income, but not limited to these changes. This may be both hard copy and or electronic. 
  • Performs and ensures mathematical income calculations are accurate.
  • Prepares and provides enrollment, waitlist, attendance, recruitment and other reports as assigned.
  • Prepares Excel, Google sheets, PowerPoints, or other documents that are utilized for data analysis. 
  • Maintains knowledge of federal, state, and local legislation affecting the department to determine its impact and takes appropriate action.
  • Assists Family Service Advocates, Family Child Care Coordinators, Center Supervisors and Area Managers with policy and procedures for program eligibility.
  • In coordination with FSA, FCCC, CS & AM assures that methods of operation are within regulation guidelines.
  • Communicates information promptly to appropriate staff regarding enrollment changes, child placement changes, legal issues, etc.
  • Works with FSA, FCCC, CS & AM on any inconsistencies noted in child’s documentation, file maintenance where policy/procedure requires clarification.
  • Conducts in person and or over the phone interviews with applicants to determine eligibility. Informs clients of regulatory documentation and verification requirements.
  • Reviews initial certification and recertifications.
  • Processes verification and eligibility requests.
  • Monitors files to ensure that required documentation is in the file (and electronic files when applicable).
  • May, peer review eligibility application (internal auditing).
  • Communicates information promptly to appropriate staff regarding enrollment, child placement, allotted slot changes, and or legal issues. 
  • Reviews and provides feedback and technical assistance for waitlist applications, and follows up with staff on pending applications.
  • Enters data into approved software programs.
  • Maintains and monitors current data for assigned caseload and providers.
  • Attends parent meetings as needed to provide education on  Child Youth and Family Service programs.
  • Attends internal and external meetings such as Office of Head Start, State Child Development, ERSEA Roundtable training, as approved and assigned for the purpose of family eligibility.
    
• Recruitment and Outreach
  • In coordination with FSA, CS, FCCC and AM staff review county recruitment plans and activities.
  • Participate in recruitment activities. 
  • Review recruitment logs.
  • Provide FSA, CS, FCCC and AM staff with ongoing recruitment strategies. 
  • Utilize social media platforms to post recruitment events and or program information according to the agency’s branding guidelines.
  • Maintain and distribute recruitment inventory.
  • Monitor Admin Tool box inventory that is checked out by staff (recruitment items i.e canopies, tables, CAPSLO promotionals items)
  • Works with FSA, CS, FCCC and AM to obtain site, classroom or provider home pictures to post on social media according to the agency’s branding guidelines
  • May work with local child care resource and referral agencies to ensure they have up to date information on CAPSLO’s child care options.
  • Process incoming child care calls, online inquiries and referrals.
• Waitlist, Selection and Enrollment
  • Reviews waitlist applications to ensure they are received and processed in a timely manner.
  • Generate and review waitlist reports for updates and changes.
  • Generates waitlist and enrollment reports to distribute to FSA, CS, FCCC, AM.
  • Monitor waitlist per caseload to ensure it meets compliance. 
  • Input selection in software systems.
  • In coordination with FSA, CS, FCCC & AM; ensures that waitlist selections are conducted in a timely manner.
  • Review and monitor seasonal slots and over income needed in order to approve the selection process. 
  • May peer review county waitlist and enrollment selection.
  • Generates enrollment, waitlist, acceptance correspondence.
  • Communicates to FSA, CS, FCCC and AM to ensure all enrollment status has been submitted for that week. 
  • Provides peer training and Office of Head Start performance standards education training about ERSEA as needed
• Monitoring, Audits and Reports
  • Maintains appropriate record keeping systems, reports, and other required documents for program compliance, reviews, and audits.
  • Assists IMS Manager with eligibility audits and review of case files to assure compliance with program regulations.
  • Implements and conducts county monitoring on child files.
  • Prepares necessary reports and correspondence for audits and monitoring.
  • Collects and maintains data to be used in preparation of fiscal, agency board, agency planning, audit, and etc.
  • Prepare program stats weekly, monthly and as requested by the Office of Head Start. 
• Attendance
  • Review  and monitor attendance for data integrity to ensure processing aligns with internal policy and procedures as well as licensing and Federal regulations. 
  • Reviews database attendance entries to ensure that electronic records align with paper attendance registers
  • Processes attendance in accordance with policies and regulations for assigned caseload.
  • Verifies all attendance registers are received and uploaded in accordance to policy. 
  • Completes corrections as needed. 
  • Review attendance reports for excessive absence for compliance.
  • Follows up with FSA, CS, FCCC on excessive absence and family engagement strategies.
  • Review and monitor average daily attendance reports monthly. 
  • Follow up with FSA, CS, FCCC and AM”s for compliance.
  • Completes monthly program attendance for ongoing self-assessment for assigned caseload.

Additional Responsibilities and Duties:

• Implements all regulations and assures that methods of operation are within state and federal regulations.
• Maintains knowledge of federal, state, and local legislation affecting the department determines its impact and takes appropriate action.
• Provides education about the programs at appropriate workshops, conferences, and meetings, as needed.
• Solves complex problems requiring detailed analysis of the program options. 
• Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
• Performs other duties as needed.
• May perform a variety of clerical tasks as needed, including but not limited to: word processing (memorandums, agendas, minutes and reports, data entry, filing, coping, tabulating, mailing, and tracking information in support of CYFS programs. Packages and organizes all year-end files for off-site storage. 
• In coordination with IMS Manager, participate in continuous quality improvement  strategies for the ERSEA systems .
• Supports staff to obtain data for Community Services Block Grant (CSBG), end of the month reports, and PIR on an as-needed basis.
• Reviews and supports purging of all year-end files for off-site storage.
• Participate in hiring interviews.

Knowledge, Skills and Abilities:

Knowledge:

• Must be computer literate with knowledge of Microsoft Word and Excel, PowerPoint, Adobe, Zoom, and Google Suite.

Skills:

• Must have interpersonal skills, emphasizing listening and communication.(both orally and in writing) and be able to work well with others at all levels within the agency, as well as get along well with the public.
• Must be able to prepare concise and accurate oral and written reports.
• Must be a team player and be flexible to changes in procedure and regulation.
• Must be emotionally mature, stable, and tactful.

Abilities:

• Must be able to maintain computer documents and database spreadsheets.
• Must be able to manage multiple tasks successfully.
• Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
• Must be organized, self-motivated, and able to work with minimum supervision.
• Must be detail-oriented, and able to perform accurate mathematical computations including; adding, subtracting, dividing, averaging, and multiplying.
• Must be able to maintain accurate records, compile and report statistical data.
• Must be able to maintain client confidentiality.
• Must be able to apply sound judgment in decision-making.
• Must be able to operate a calculator and other office machines.
• Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency. 
• Knowledge of CAPSLO Programs, organizational structure, policies and procedures, etc.
• Must be able to work under pressure and meet requisite deadlines.
  

Supervisory Responsibility:

• This position has no direct supervisory responsibilities.

Work Environment:

• Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical:

• Position requires intermittent standing, sitting, walking, twisting and bending.  
• Must be able to lift up to 30 pounds.  
• Simple grasping and hand manipulation required as well as reaching above and below shoulder level.  

Travel: 

• Must be flexible to work out of different offices and work flexible schedules (including occasional evenings and/or weekends) as needed. Travel may also include traveling to other counties or states to attend meetings and training sessions will be required.

License & Certifications:

• Must have dependable, insured transportation and a valid California Driver’s license (mileage to be reimbursed) and acceptable driving record.  A DMV printout and proof of insurance will be required.

Additional Eligibility Qualifications:

• Must be at least 18 years of age by date of hire. 
• Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.
• Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 vaccination declination form.
• Must complete a health screening physical completed within 30 days prior to employment and a current TB skin test/Chest X-Ray. 
• Employment is contingent upon meeting all job requirements and background requirements: criminal history check (Inclusive of DOJ, FBI and Child Abuse), acknowledgement of child abuse reporting responsibility, criminal record statement (Form LIC508), etc. A criminal history clearance is required prior to employment. 
• Upon hire agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Program administrative staff will check the website annually to ensure all program staff are cleared to work. 
• Must meet the Head Start Performance Standards and State requirements. 
• Employment in Head Start, Early Head Start and Migrant and Seasonal Head Start Programs is contingent upon approval of the Policy Council.

Other Duties:

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

Reasonable Accommodations:

I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 

I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.

Compensation and Benefits Package

Medical, Dental, Vision, Flexible Spending Plan

CAPSLO offers benefits through a group medical, dental, vision, flexible spending account, life and AD&D insurance program. CAPSLO pays the full amount (100%) of the premiums to cover full-time employees, and half (50%) of the premiums to cover eligible part-time employees. Eligible employees may elect, at their own cost, to have medical, dental and vision insurance coverage for their dependents. Additionally, CAPSLO offers a Long Term Disability ("LTD") insurance program for eligible employees.

Retirement Savings Plan

CAPSLO offers eligible employees the opportunity to contribute a portion of their earnings to a Section 403(b) Retirement Plan. Employees are 100% vested upon enrollment into the plan. CAPSLO matches 60% of every dollar contributed up to an annual maximum of 15% of your annual salary (not to exceed IRS limits) after 6 months of employment.

Holidays

Twelve paid holidays during the course of the each calendar year. Employees also receive one extra workday off with pay as a "Personal Holiday."

Vacation/Sick Leave

CAPSLO awards 80-160 hours of vacation annually with a maximum accrual of 320 hours, depending on years of service. Paid Sick time is accrued at 8 hours per month (based on weekly hours) with a maximum accrual of 280 hours. CAPSLO also offers the opportunity to convert unused sick time to vacation and a vacation cash out for eligible employees once a year.

Additional Benefits

CAPSLO offers additional benefits including employee assistance program (EAP), reduced rates for pet insurance, reduced rates for cellular phone service, reduced rates for car rentals, and additional time off for positions classified as exempt, and workers’ compensation insurance.
 

For questions regarding the application process or open positions, contact the Recruiting Department at 805-544-4355 or email recruitment@capslo.org.

EOE/ V/ ADA/ Drug Free Workplace/ Asset Infused Organization. We are an Equal Opportunity Employer and do not discriminate against applicants due to race, ethnicity, gender, religion, national origin, veteran status, or on the basis of disability.