Childcare Services Specialist

Austin Community College District•Round Rock, TX

21h•Hybrid

About The Position

The Childcare Scholarship Specialist administers childcare scholarship and Workforce-approved childcare referral programs to support parenting students by ensuring timely, accurate, and compliant processing of applications, contracts, payments, and case documentation.

Requirements

Understand and apply standard administrative procedures and practices, including record-keeping, scheduling, and office management.
Demonstrate proficiency in both written and verbal communication to effectively interact with students, faculty, staff, and external partners.
Utilize knowledge of data entry, database management, and the ability to maintain accurate and up-to-date records.
Familiarity with college policies, state and federal regulations, and accreditation requirements to ensure adherence and proper documentation.
Demonstrate strong organizational abilities to manage multiple tasks, prioritize work, and meet deadlines efficiently.
Exhibit effective interpersonal skills to interact smoothly with colleagues, students, and external partners, fostering a positive work environment.
Possess strong analytical skills to interpret data, solve problems, and make informed decisions that support the college's administrative functions.
Bachelor’s Degree.
One (1) year related work experience.
Must maintain a domicile in the State of Texas while working for the college and throughout the duration of employment.

Nice To Haves

Four (4) years of related work experience OR Associate’s Degree plus two (2) years of related work experience can be substituted for the required education (plus the required experience noted below).
Experience in higher education or public-sector administration.
Experience working with childcare subsidy programs or Workforce partners.
Experience with contract management or public procurement processes.
Bilingual or multilingual proficiency.

Responsibilities

Accepts, logs, tracks, and manages childcare scholarship applications and Workforce childcare referrals using Salesforce case management, ensuring accurate documentation, timely follow-up, and complete case records.
Works directly with students to review enrolled course hours, calculate eligible childcare coverage levels, explain program requirements, and ensure childcare agreements accurately reflect approved attendance and funding amounts.
Contacts all childcare scholarship applicants and Workforce-referred students following determinations and documents acceptances, denials, referrals, transitions between funding sources, and case outcomes in Salesforce.
Provides direct support to students utilizing Workforce Referral Partner services, including explaining processes, timelines, documentation requirements, and eligibility coordination.
Assists parenting students in understanding available childcare options—including childcare centers, home-based providers, and early childhood programs such as Head Start—and in navigating low-cost, reduced-cost, and subsidized childcare resources within the community.
Creates, processes, and tracks purchasing requisitions related to childcare contracts and Workforce-approved childcare students, ensuring accuracy and compliance with institutional, procurement, and program requirements.
Serves as a primary point of contact for students, childcare suppliers, Workforce referral partners, the Texas Workforce Commission (TWC) Child Care Program, and ACC’s Procure-to-Pay (P2P) and Accounting departments.
Establishes and maintains systems to file and track childcare supplier applications, contracts, Workforce partner documentation, purchase requisitions, invoices, payments, and student case records.
Assists with monthly invoicing and works with Accounts Payable (A/P) to expedite payments to childcare suppliers and resolve documentation or processing issues.
Resolves issues related to contract setup, invoicing discrepancies, payments, enrollment changes, and course-hour adjustments in coordination with internal and external partners.
Ensures compliance with childcare scholarship guidelines, Workforce requirements, procurement policies, and institutional procedures.
Compiles, reviews, and analyzes data related to childcare scholarships and Workforce referrals, including enrollment hours, agreement percentages, funding utilization, and expenditures.
Prepares written and oral reports for internal and external stakeholders.
Supports audits, monitoring activities, and program reviews by compiling documentation, reviewing records, and responding to information requests.
Coordinates data and documentation across multiple systems (e.g., Salesforce, Workday, Google Sheets) to ensure consistency between student records, procurement, and accounting processes.
Supports outreach and marketing efforts related to childcare scholarships and Workforce referrals in collaboration with internal and external partners.
Builds and maintains collaborative relationships with childcare providers and Workforce partners to support program participation and service continuity.
Identifies process improvements and recommends procedures or best practices to enhance efficiency, accuracy, and timeliness while maintaining appropriate internal controls.
Manages multiple concurrent timelines and deadlines related to referrals, invoicing cycles, eligibility updates, and funding periods to ensure uninterrupted service delivery.
Identifies complex or non-routine issues related to childcare funding or payments and escalates concerns with analysis and recommendations to appropriate stakeholders.
Plans, organizes, and supports parenting student engagement activities and events across the district.
Assists with other initiatives, projects, and special assignments as required.