Program Support Specialist, Family Resource Department

Position: Family Resource Program Support Specialist

Rate of Pay: $22.01 - $26.73

Last Revised: 09.17.2024 Status: Non-Exempt

Definition

We are seeking a highly organized and proactive Experienced Program Support Specialist to take on an essential role in supporting the Child Care Subsidy and Resource & Referral (CCR&R) programs. This dynamic position calls for an individual who thrives in a fast-paced environment, can effectively manage a variety of administrative tasks, and has a keen ability to prioritize customer service. This position will handle a variety of responsibilities that require a deep understanding of office operations, program processes, and client relations. You will also serve as a key point of contact for both clients and program staff, ensuring the smooth operation of daily activities.

Distinguishing Characteristics

This position demands a professional who can interact with the public regularly while maintaining a strong attention to detail and multitasking in a fast-paced office setting. Your experience will be pivotal in enhancing office productivity and customer/client satisfaction.

Supervision Exercised

None.

Duties

• Client Support & Information Management: Serve as the first point of contact for families seeking assistance with Child Care Subsidy and Resource & Referral services.
• Provide detailed program information and facilitate the initial prescreening process via the NCCS system.
• Referral Management: Effectively manage the intake and referral process by directing calls and inquiries to the appropriate Resource & Referral staff and case managers.
• Subsidy Program Support: Provide ongoing administrative support to the family resource department, with a specific focus on the subsidy program. This includes managing client intakes, collecting eligibility documentation, performing data entry, and maintaining the subsidy waitlist.
• File Management & Coordination: Oversee comprehensive file management for both active and inactive provider/client records. This includes updating, filing, packaging, and assisting the Program Support Supervisor with file storage logistics.
• Coordinate the distribution of provider and client packets as needed by Case Managers.
• Assist in preparing client and provider file documentation for monthly Quality Control reviews.
• Inventory & Supply Chain Coordination: Ensure that program supplies are consistently stocked and distributed to appropriate teams, maintaining an efficient office workflow.
• Office Management & Front Desk Duties: Coordinate front desk coverage, assist with office errands (such as mail and supply runs), and ensure the overall cleanliness and organization of the workspace. This may include maintaining and disinfecting office toys available for children.
• Maintain Rock Boulevard conference rooms to ensure rooms are kept clean and orderly and assist with managing conference rooms calendars.
• Cross-Office Support: Occasionally travel between offices to provide coverage or additional support where needed, ensuring seamless continuity across locations.
• Fingerprinting Schedule and operate Livescan machine to conduct fingerprinting for new employees, employee renewals, and child care providers.
• Maintain the Livescan spreadsheet with up-to-date information for all fingerprinted individuals. Track fingerprinting appointments and completed sessions, ensuring timely renewals and compliance.
• Serve as primary Livescan contact for community partner service and support with machines.
• Complete monthly check request for Livescan fees.
• Other Administrative Tasks: Carry out additional duties as assigned to support the efficient operation of the office.
  
  

Minimum Qualifications

Knowledge of and ability to:

• Proficiency in Human Services Practices: Strong understanding of the human services field, particularly regarding subsidy programs and client support services.
• Advanced Customer Service Skills: Demonstrated ability to deliver exceptional customer service in a fast-paced and often sensitive environment.
• Organizational Expertise: Skilled in managing large volumes of information, multitasking, and prioritizing effectively in a busy office environment.
• Technological Proficiency: Experience using a variety of computer applications and office equipment efficiently.
  
  

Special Requirements

• High School Diploma or GED (required); associate's degree in business administration, Human Services, or a related field (preferred); The combination of formal education and experience in administrative support roles will be highly valued in this position.
• Additional Certifications or specialized training in office administration, customer service, or human services (a plus)
• Be physically capable of performing all job duties. This may include lifting and carrying up to 40 lbs.
• Bilingual (English/Spanish)
• Must have reliable vehicle for work.
• Must possess a valid Nevada Driver's License, and proof of insurance for utilizing a personal vehicle for company business.
• Able to pass complete background check.
  
  

Benefits

• Eligible to receive Cabinet benefits for full-time staff.
  
  

The Children's Cabinet is an equal opportunity employer and encourages persons to apply regardless of their race, sex, sexual orientation, gender identity, color, religion, veteran status, national origin, age, handicap, disability, familial status, political affiliation or beliefs.

It is the policy of the Children's Cabinet, Inc. that all employees are employed at will of both the employee and the Children's Cabinet.