Substitute ERSEA Specialist

Community Action Partnership of San Luis Obispo County,Inc.
 Helping People. Changing Lives. 

CAPSLO Mission, Vision and Core Values

Are you ready to make a significant impact in our community while advancing your career? We’re seeking a dedicated ERSEA Specialist to join our dynamic team at CAPSLO. In this vital role, you'll help shape the future by overseeing eligibility processes, managing enrollments, and supporting our recruitment efforts. At CAPSLO we’re committed to fostering an inclusive and supportive work environment. As a member of our team, you'll receive comprehensive benefits, including medical, dental, vision, and life insurance, generous paid time off, and more. Join us in our mission to Help People, Change Lives. Apply today and become a part of our dedicated team!

We would love to hear from someone who:

• Has a High school diploma.
• Has 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

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

Or

• Associate's Degree in Child Development, Social Science, Psychology, Human Development, Liberal Studies

• Has One year of experience working equivalent to performing eligibility determinations as primary function of your job responsibilities.
• Is bilingual in Spanish and English. 
• Has two years of experience with federally funding programs. (Preferred)
• Has a Computer Science Certificate. (Preferred)
• Has 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.

As an ERSEA Specialist You Will:

Program Eligibility

• Maintain 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, establish and implement a training program for new and existing staff, along with ongoing support. 
• Oversee 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. 
• Perform and ensure mathematical income calculations are accurate.
• Prepare and provide enrollment, waitlist, attendance, recruitment and other reports as assigned.
• Prepare Excel, Google sheets, PowerPoints, or other documents that are utilized for data analysis. 
• Maintain knowledge of federal, state, and local legislation affecting the department to determine its impact and takes appropriate action.
• Assist 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 assure that methods of operation are within regulation guidelines.
• Communicate information promptly to appropriate staff regarding enrollment changes, child placement changes, legal issues, etc.
• Work with FSA, FCCC, CS & AM on any inconsistencies noted in child’s documentation, file maintenance where policy/procedure requires clarification.
• Conduct in person and or over the phone interviews with applicants to determine eligibility. Informs clients of regulatory documentation and verification requirements.
• Review initial certification and recertifications.
• Process verification and eligibility requests.
• Monitor files to ensure that required documentation is in the file (and electronic files when applicable).
• May, peer review eligibility application (internal auditing).
• Communicate information promptly to appropriate staff regarding enrollment, child placement, allotted slot changes, and or legal issues. 
• Review and provide feedback and technical assistance for waitlist applications, and follows up with staff on pending applications.
• Enter data into approved software programs.
• Maintain and monitor current data for assigned caseload and providers.
• Attend parent meetings as needed to provide education on  Child Youth and Family Service programs.
• Attend 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)
• Work 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

• Review waitlist applications to ensure they are received and processed in a timely manner.
• Generate and review waitlist reports for updates and changes.
• Generate 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.
• Generate enrollment, waitlist, acceptance correspondence.
• Communicate to FSA, CS, FCCC and AM to ensure all enrollment status has been submitted for that week. 
• Provide peer training and Office of Head Start performance standards education training about ERSEA as needed

Monitoring, Audits and Reports

• Maintain appropriate record keeping systems, reports, and other required documents for program compliance, reviews, and audits.
• Assist IMS Manager with eligibility audits and review of case files to assure compliance with program regulations.
• Implement and conducts county monitoring on child files.
• Prepare necessary reports and correspondence for audits and monitoring.
• Collect 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. 
• Review database attendance entries to ensure that electronic records align with paper attendance registers
• Process attendance in accordance with policies and regulations for assigned caseload.
• Verify all attendance registers are received and uploaded in accordance to policy. 
• Complete corrections as needed. 
• Review attendance reports for excessive absence for compliance.
• Follow 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.
• Complete monthly program attendance for ongoing self-assessment for assigned caseload.

Additional Responsibilities and Duties: 

• Implement all regulations and assures that methods of operation are within state and federal regulations.
• Maintain knowledge of federal, state, and local legislation affecting the department determines its impact and takes appropriate action.
• Provide education about the programs at appropriate workshops, conferences, and meetings, as needed.
• Solve 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.
• Perform 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 .
• Support staff to obtain data for Community Services Block Grant (CSBG), end of the month reports, and PIR on an as-needed basis.
• Review and supports purging of all year-end files for off-site storage.
• Participate in hiring interviews.

As a CAPSLO Employee you will receive:

•  Sick Time to rest and feel better or get to our doctor appointment.
• A generous match to your retirement contribution after your first six months.
• The opportunity to work alongside a team of individuals with the same goal… helping people, changing lives!
• And much more…

 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.

 About us:

Community Action changes people’s lives, embodies the spirit of hope, improves communities, and makes America a better place to live. We care about the entire community, and we are dedicated to helping people help themselves and each other.

Please note this job advertisement 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.

To view the full job description click HERE.

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.