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Program Eligibility Specialist I,II

Company: Community Action Partnership of San Luis Obispo
Location: San Luis Obispo
Posted on: October 8, 2019

Job Description:

Wednesday, September 4, 2019

Community Action Partnership of San Luis Obispo County is committed to eliminating the causes of poverty by empowering low-income individuals and families to achieve self-sufficiency through a wide array of community-based collaborations and programs.

Employee Benefits

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 (regular, seasonal, and limited term) 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.

Retirement Savings Plan

CAPSLO offers eligible employees the opportunity to contribute a portion of their earnings to a Section 403(b) Retirement Plan. Full-time 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).


Twelve paid holidays* and one paid Personal Holiday during the course of each calendar year.

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 with a maximum accrual of 280 hours.

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, workers' compensation insurance, and additional time off for positions classified as exempt.

Position Summary:

The Program Eligibility Specialist (PES) will determine initial and continued eligibility for state and federally funded programs. The PES establishes and maintains a trusting relationship with families who receive early education and care services. The PES responds to requests and inquiries from the centers, parents, providers, and maintains verification of initial and on-going documentation for those enrolled. Eligibility positions are most suited to persons who enjoy paperwork, are detailed oriented and can work accurately with numbers. The ability to get along well with the public and the ability to organize and work with minimum supervision is essential. Supports CAPSLO's mission by ensuring that the State Child Development program is properly run by maintaining relationships with families and child care providers.

Responsibilities & Duties:

1. Implements all regulations and assures that methods of operation are within state and federal regulations.

2. Acts on information received from intra/inter agency sources that pertain to accessing quality services.

3. Maintains knowledge of federal, state, and local legislation affecting the department determines its impact and takes appropriate action.

Intake/Application & Case Management:

4. Conducts face to face and over the phone interviews with applicants to determine eligibility. Informs client of regulatory, documentation and verification requirements.

5. Completes initial certification and recertification interviews.

6. Processes needs and eligibility requests from parents.

7. Prepares childcare contracts, sends Notice of Action, and Requests for Eligibility Verification.

8. Maintains files and assures that required documentation is on file.

9. Communicates information promptly to appropriate staff regarding enrollment changes, child placement changes, legal issues, etc. Notifies parents and provides of program revisions so that they remain in compliance with regulation affecting their eligibility for continued child care subsidy.

10. Attends internal and external meetings as approved and assigned for the purpose of family eligibility.

11. May assist in the completion of waitlists application as needed due to staffing needs at the center level.

12. Performs specific mathematical computations that pertain to eligibility.

13. Enters data into an approved software program.

14. Maintains current data for assigned caseload and providers

15. Files and maintains documents in both physical and electronic filing systems.


16. Collects and maintains data to be used in preparation of fiscal, program, and audit reports.

17. Completes weekly program stats report.

18. Sends reports to service options (centers, and family child care).


19. Processes attendance in accordance to policy and regulation for assigned caseload.

20. Completes corrections provided by the Program Eligibility Analyst

21. Follows up on the Daily Absence Logs and reviews its compliance

22. Issues Center and FCCHEN attendance Registers

23. Prepare and sends Best Interest Day, Unexcused Absence Report.

24. Follows up with assigned centers and Family Child Care for excessive and unexcused absence compliance.

25. Completes the monthly program attendance for ongoing self-assessment for the assigned caseload.

Parent Fees

26. Prepares parent fee billings on a monthly basis for assigned caseload.

27. Prepares and submits parent fee billing reports

28. Issues Delinquent parent fee NOAs and follows up to ensure continued funding and enrollment

29. Educates families on parent fee process and child care credits

30. Performs other duties as assigned.

Additional Responsibilities & Duties (Program Eligibility Specialist II):

31. Attends training (statewide meetings, regional meetings, etc.) to improve program delivery and quality.

32. Provides education about subsidy programs at appropriate workshops, conferences, and meetings, as needed.

33. Audits and reviews file to assure compliance with program regulations.

34. Takes a leadership role in training and assisting new staff.

35. Solves complex problems requiring detailed analysis related to parent fees.

36. Reviews department procedures and recommends efficiencies to the department supervisor as appropriate.

37. Enrollment, Eligibility, & Parent Fee Projects

Minimum Educational and Experience Requirements:

Level I:

Two years of education and/or experience in Child Development, Social Science, Psychology, Human Development, Liberal Studies, or related field and one year work experience in client casework and/or client eligibility setting. An Associate's Degree is Preferred.

Level II:

Combination of related education and/or experience equal to five years performing administrative functions, case management, eligibility determinations, and/or related field. One of the years must be experience working as a Program Eligibility Specialist I or experience equivalent to performing eligibility determinations under a California Department of Education regulation. A Bachelor's Degree is preferred.

Note: Promotion from one level to the next is contingent on job duties performed, needs of the program and approval by the appropriate authorities. There is no automatic promotion on the basis of meeting the minimum educational and experience requirements listed above.

Other Requirements:

1. Must be flexible to work out of different offices as needed.

2. Must be able to maintain computer documents and database spreadsheets. Must be computer literate with knowledge of Microsoft Word and Excel, access, and publisher.

3. Must be able to manage multiple tasks successfully.

4. Must get along well with the public.

5. Must have interpersonal skills, emphasizing listening and communication.

6. 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.

7. Must be organized, self-motivated, and able to work with minimum supervision.

8. Must be able to perform accurate mathematical calculations including: adding, subtracting, dividing, averaging, and multiplying.

9. Must be able to maintain accurate records, compile reports of statistical data.

10. Must be a team player and be flexible to changes in procedure and regulation.

11. Must be emotionally mature, stable, and tactful.

12. Must be able to maintain client confidentiality.

13. Must be able to apply sound judgment in decision-making.

14. Must be able to operate a calculator and other office machines.

15. Must have dependable, insured transportation and valid CA driver's license (mileage to be reimbursed) and acceptable driving record. A DMV printout and proof of insurance will be required.

16. Must complete a health screening and TB skin test or chest x-ray prior to beginning employment.

17. Must use reasonable precautious in performance of one's duties and adherer to all applicable safety rules and practices; an act in such a manner as to assure at all times maximum safety to one's self, fellow employees, clients and children.

18. Employment is contingent upon meeting all job requirements and background requirements: criminal history check, education verification, acknowledgment or child abuse reporting responsibility, criminal record statement, etc. Employment is contingent upon receiving a clearance from appropriate authorities.

19. Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measure of the agency.

Physical and Environmental Requirements:

Position requires intermittent sitting, standing, walking, twisting, and bending. Must be able to lift 30 pounds. Simple grasping and hand manipulation required, as well as reaching above and below shoulder level. Requires working indoors in a temperature-controlled environment with some exposure to copier and printer chemicals/fumes

For questions regarding the application process or open positions, contact the Recruiting Department at 805-544-4355.
EOE/ V/ ADA/ Drug Free Workplace/ Asset Infused OrganizationWe 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.

CAPSLO Mission, Vision and Core Values

Other details

  • Pay Type


  • Employment Indicator

    Regular Full Time

  • Min Hiring Rate


  • Max Hiring Rate


Keywords: Community Action Partnership of San Luis Obispo, San Luis Obispo , Program Eligibility Specialist I,II, Other , San Luis Obispo, California

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