Family Services Specialist

Job Description

Non-Exempt - $38,000 per year

Description: This position provides eligibility determination and referral services to families according to state and federal funding guidelines.

Work is performed under general supervision with moderate latitude in the use of initiative. Position relies on experience to determine the best approach by using and interpreting policies and procedures.

Coalition staff may be one on one with children in the Coalition office reception area while parents are obtaining services. Additionally, staff are expected to participate in Coalition sponsored events and may be one on one with children at activity booths

Essential Functions: The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Performs other job-related functions and special projects as assigned.

Provides referral information to families seeking childcare assistance and assesses eligibility for financially assisted childcare, and School Readiness (SR) and Voluntary Pre-Kindergarten (VPK) services based on funding guidelines

Conducts face-to-face interviews, performs data entry, offers computer support, maintains records, updates client information, and makes necessary phone calls

Communicates with childcare providers for approval, transfers, and terminations based on funding and state guidelines

Arranges enrollment in SR and VPK services following funding, state, and Coalition guidelines; verifies and documents submitted documents, confirms co-payments, and communicates enrollment details

Notifies families, providers, and referral sources of eligibility determination and guides them on accessing relevant documents via the Family and Provider Portal

Documents all case actions in the database for comprehensive record-keeping

Redetermines eligibility at predetermined periods, cross-checks cases, sets appointments, reviews family history, initiates enrollment procedures, and informs families, providers, and referral sources of redetermination details

Manages and maintains assigned caseloads, completes tracking forms, and submits required data by established deadlines

Serves as a customer service role model, demonstrates active listening, and problem-solving skills, ensuring customer satisfaction through timely follow-ups, respectful communication, and appropriate telephone techniques

Provides families and providers with child care resource and referral services; informs families about available programs and services, gathers and inputs family information into the state-mandated data system, and participates in continuous CCR&R training as necessary

Supervisory Responsibilities:

None

This position must be available to work flexible schedules, including occasional weekend/evenings as required. A valid Florida driver’s license, availability of an automobile during work hours or the ability to report to the assigned work location, and the ability to travel locally, regionally, or statewide for site visits, training and other job-related activities and functions are required.

Education Required:

High school diploma or GED.

Additional Requirements:

Two (2) years of experience in case management or related work experience, such as eligibility determination. Required to obtain the Child Care Resource and Referral certification within four (4) months of employment.

The position requires the ability to be a team player, handling multiple projects simultaneously. Position also requires strong organizational skills and advanced computer proficiency in a Windows environment, effective communication skills, and adaptability when engaging with diverse co-workers, consumers, and stakeholders.

Preferred Qualifications:

Associate degree

Knowledge of state data systems.

Physical, Environmental, and Sensory Requirements:

Depending on functional area of assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation and periods of time standing and/or walking.

Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).

Some tasks require ability to operate, activate, use, prepare, inspect, detect, and/or position objects. Some tasks require the ability to perceive and discriminate between cues or signals. Some tasks require the ability to communicate effectively.

The job description does not constitute an employment agreement between the Early Learning Coalition of Polk County and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The Early Learning Coalition of Polk County is a drug-free workplace and is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, religion, creed, color, age, sex, sexual orientation, gender, gender identity, gender expression, national origin, ancestry, marital status, medical condition, disability (mental and physical), military and veteran status, pregnancy, childbirth and related medical conditions, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment.

In compliance with United States Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the Early Learning Coalition of Polk County provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.