The general responsibilities of the Family Support Specialist are:
- Establish resource and referral record in the CCR&R database from parent/family inquiries; provide information about SR and VPK programs and options available when selecting a child care/early learning provider.
- Act as liaison for clients seeking child care/early learning assistance for children 0-5 who may need a special or non-traditional setting.
- Schedule and notify clients of appointments for initial, re-certification or re-determination of SR eligibility; coordinate appointment schedules with staff at the primary intake level.
- Schedule and notify clients of appointments for VPK eligibility; coordinate appointment schedules with staff at the primary intake level.
- Conduct interviews with clients who seek SR services based on referrals from the Department of Children and Families (DCF), Partnership for Strong Families (PFSF) or Workforce Board who may not require an advanced appointment as well as parents/families complying with continued eligibility requirements (re-determination).
- Determine family income eligibility and parent fees based on Federal, State and Early Learning Coalition of Florida’s Gateway’s (ELCFG) SR guidelines/policies.
- Interpret and effectively communicate ELCFG policy both verbally and in writing.
- Use Enhanced Field System (EFS) to properly update and maintain SR and VPK data records for each child and his/her family.
- Create, update and maintain required information for each child served by the program by using history notes and intake files.
- Maintain accurate and complete files.
- Assist in the completion of Family Needs Assessment and make appropriate referrals to community service agencies.
- Answer the main phone in the absence of the Program Support Specialist and Program Support Assistant.
- Stay informed of all current local, state, and federal rules & regulations relating to child care/early learning.
- Adhere to the ELCFG’s standards of attendance and punctuality by being consistently present at the workstation and using time wisely.
- Ensure that all information of a confidential nature is held securely.
- Use EFS to record attendance as reported by providers on a monthly basis.
- Apply ELCFG payment policies when recording attendance for payment.
- Provide technical assistance to SR and VPK providers as requested.
- Provide assistance and direction to SR and VPK providers in the implementation of ELCFG quality initiatives
- Assist with community outreach and awareness activities/events.
- Bilingual if applicable.
Requires travel; as requested that pertains to the job type.
Education, Experience, Certifications, Licenses and Registrations:
- Bachelor or Associate Degree with 2 years case work/social work experience or a high school diploma with 6 years experience in social services related work preferred;
- Or, Bachelors Degree from an accredited college or university, preferably in Education or a CDA and 3 years of experience;
- Or, professional experience of six years or a combination of education and experience may be substituted;
- Or, least two years of Customer Service and Office work experience required.
- Level 2 background screening required.
- Knowledge of the eligibility rules governing SR and VPK programs.
- Knowledge of applicable laws, regulations and procedures governing the SR and VPK programs.
- Knowledge of office procedures and equipment, including the application of electronic data processing and working in a web based environment.
- Ability to express ideas effectively verbally and in writing.
- Ability to establish and maintain effective working relationships with general public, co-workers, and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, gender, or disability.
- Ability to read and interpret technical procedures and government regulations.
- Ability to write reports, business correspondence and procedural manuals.
- Ability to effectively present information and respond to questions from groups of managers, clients and the general public.
- Bilingual ability, Spanish or Creole preferred.
Finance Department Job Opportunity:
There is an open position in the Finance Department with some, but not limited to the following job duties:
- Perform Finance tasks (e.g., cost pool allocations, accounts payable, accounts receivable, cross-trained for payroll) as assigned and according to specified time frames under the direction of the ELCFG Finance Director
- Provide fiscal guidance, assistance and support to the ELCFG, implementing budgets for Coalition operations and for SR and VPK programs for our service area, including meeting state and federal requirements and conforming to generally accepted accounting practices
- Assist in the timely preparation of annual fixed asset inventory and monitor recordkeeping for acquisitions and disposals
- Assist in the preparation of monthly reimbursement requests (e.g. services, travel, scholarships, grants
- Assist with the completion of attendance processing and provider payments to SR & VPK service providers in a timely manner in accordance with approved reimbursement schedule
- Assist in monitoring fiscal aspects of contracts with FOEL and with SR and VPK service providers on behalf of and under the direction of the ELCFG Finance Director.
- Provide technical assistance to early learning providers regarding reimbursement issues, including but not limited to orientations.
- Generate state and federal required reports from the state-wide data system.
- Assist Coalition staff in maintaining up to date system information relating to CCR&R, SR and VPK provider/or client information.
- Perform random monthly reviews on processed SR and VPK attendance sheets and reimbursement files, and submit a report of findings, if any, to ELCFG Administration.
- Produce ad hoc reports (e.g., slot utilization) as needed by the ELCFG Administration.
- Support other ELCFG departments in various functions, e.g. training and provide coverage for personnel.
- Compile and process SR/VPK reconciliation/year-end close-out reports.
- Facilitate monitoring and fraud reviews by working with external monitors; and designated coalition staff.
- Conduct reporting and data analysis as requested.
- Monitor and respond as necessary to agency reports (Data Edit/Accuracy Reports), in conjunction with Finance Director
- Attend, participate and represent ELCFG at professional conferences, trainings, statewide and regional meetings, and other related events in a professional and tactful manner.
- Submit corrective action responses to FLOEL, as assigned.
- Coordinate disperse and follow-up on SharePoint reports as needed.
- Local cash match waiver documentation.
- Coordinate documentation for quarterly fiscal desk reviews with FOEL.
- Maintain vendor contracts and documentation to ensure legislative compliance.
- Review and update the Finance Department’s policies and procedures, as directed.
- Assist with community awareness/ events sponsored by ELCFG.
- Complete special assignments as required by Finance Director/Executive Director/CEO.
- Protect organization’s integrity by keeping information confidential.
- Represent the agency by interacting courteously and tactfully with managers, coworkers, customers, funders, and the community.
- Reports to work at the scheduled time; performs duties as outlined; functions as a team member; and handles other duties as assigned to meet organizational goals.
- Maintain departmental responsibilities under the direction of and/or in the absence of the Finance Director
- Maintain confidentiality with highly sensitive information; and maintain integrity at all times.
- Attend work related staff meetings and workshops as directed
- Participate in ELCFG collaborative efforts as needed
- Other duties or responsibilities as requested within scope of the job type
- Minimal travel required; including overnight travel
In absence of the Finance Director, supervise Finance department.
Education, Experience, Certifications, Licenses and Registrations:
- Associate’s degree in Business, Accounting, or related field from accredited college/university; preferably in a non-profit organization;
- Proficiency in Microsoft Office Suite and other fiscal software;
- Minimum of two years of business or related experience, preferably in governmental or non-profit;
- Minimum of 3 years in an office setting to include answering phones, operating a fax, copy and mailing machine;
- Minimum 5 years’ experience in attendance or reimbursement tracking using an accounting system or database, or at least three (3) or more years of high volume data entry experience preferred;
- Familiarity with Government in the Sunshine Law preferred;
- Knowledge and familiarity with the School Readiness (SR) and Voluntary Prekindergarten (VPK) legislation, rules and requirements, and effects on local communities preferred;
- Must clear Level 2 background-screening requirements.
* Bachelor’s degree in Business, Accounting, or related field from accredited college/university
* Five (5) years’ experience in accounting business management; or closely related field, and supervision
* Prior experience in an organization/company subject to State/Federal/Grant monitoring; direct experience
with government contracts, invoicing, and procurement
* Advanced Microsoft Office skills
Knowledge, Skills and Abilities:
- Knowledge of accounting functions.
- Ability to work and communicate with people from various multi-cultural backgrounds and soci-economic levels.
- Ability to work under pressure and meet deadlines.
- Ability to effectively prioritize tasks.
- Ability to follow oral and written instructions.
- Ability to read, understand and apply appropriate rules and regulations
- Ability Must have excellent professional written and oral communication skills.
- Ability to work collaboratively in a team -oriented environment.
- Ability to effectively deliver speeches and present information to management, board members and public groups.
- Must have a professional and pleasant attitude and demeanor.
- Must have excellent organizational skills.
Please send letter of interest and resume` to Early Learning Coalition of Florida’s Gateway, Inc. Attn: Human Resources at 1104 SW Main Blvd. Lake City, FL 32025. Fax to (386) 752-8094 or email firstname.lastname@example.org
Early Learning Coalition of Florida's Gateway promotes the concept that our employees are our most valuable resource and will be treated as such. ELC-FG enable employees to contribute at optimum levels toward the support of the Coalition.
We Strive to:
Early Learning Coalition of Florida's Gateway Employment Opportunities
Early Learning Coalition of Florida's Gateway offers a host of benefits available to the employee after a 90 day probation to include but not limited to the following: