Program Assistant II

Child Development Associates•Chula Vista, CA

3d•Onsite

About The Position

The Program Assistant II performs administrative and program support duties for the Child Care Provider Payments Program. The role helps ensure compliance with California Department of Social Services regulations and CDA policies and procedures, and supports accurate, timely payment processing and quality standards. The position serves child care providers through responsive customer service and supports program reporting, attendance-record processing, quality assurance, and system testing.

Requirements

One year of clerical or administrative support experience, or completion of an office clerical program through a college or vocational school.
Willingness to learn and ability to understand and follow oral and written directions.
Ability to read, interpret, and apply California Department of Social Services regulations and CDA policies and procedures.
Ability to provide prompt, efficient, and responsive service and communicate with and treat all individuals with dignity and respect in a cooperative, solution-oriented manner.
Ability to understand and respect diversity in the workplace and community, communicating tactfully and sensitively.
Proficiency in general office procedures, including typing, filing, record keeping, reception, and maintaining electronic and paper files.
Proficiency in Microsoft Office 365 applications, including Microsoft Word and Excel, and ability to create and maintain forms, reports, and other documents.
Ability to read and interpret charts, tables, schedules, manuals, policies, and procedural documents, and accurately file records alphabetically, numerically, chronologically, and by subject.
Ability to organize, prioritize, and manage multiple assignments while meeting deadlines with minimal supervision.
Ability to maintain confidentiality and comply with applicable privacy laws, regulations, and agency policies.
Ability to exercise sound judgment by disclosing only authorized information to parents, providers, and other authorized individuals.
Ability to adapt to changing priorities, policies, procedures, and program requirements while maintaining flexibility and promoting a positive work environment.
Ability to communicate professionally and effectively with dignity, respect, tact, and sensitivity, using a cooperative, solution-oriented approach.
Ability to work effectively with people from diverse cultural, educational, and socioeconomic backgrounds while maintaining professional relationships and avoiding conflicts of interest.
Ability to report potential conflicts of interest according to agency policy.
Ability to remain calm, exercise sound judgment, and respond effectively in crisis or challenging situations.

Responsibilities

Monitor attendance records for compliance with attendance requirements, authorized contracted hours, and required signatures, ensuring accuracy and completeness.
Prepare reports, metrics, and other data for management review.
Collect, maintain, and distribute departmental reports and program data according to established policies and procedures.
Respond to child care provider inquiries and resolve routine issues with accurate, professional customer service.
Download, organize, distribute, track, review, and document digital attendance records to support timely and accurate payment processing.
Receive, sort, scan, index, and maintain attendance records and supporting documentation according to established policies and procedures.
Create and distribute provider notices electronically according to established policies and procedures.
Create and maintain tracking logs for receipt, distribution, and processing of attendance records.
Schedule and conduct quality assurance reviews of notices, attendance records, and other assigned program activities.
Document quality assurance findings, prepare reports, communicate results to the Provider Payment Supervisor II, and guide Payment Assistants in promoting quality standards.
Perform software testing as needed and serve as a subject matter expert for the program system.
Provide feedback to the Policies and Procedures team regarding system updates, enhancements, and newly established business rules.

Benefits

Medical, dental, and vision coverage: 80% paid by the employer in the first year and 100% thereafter.
Ongoing training and staff development opportunities.
Flexible Spending Account.
Legal Service Plans.
Paid holidays, sick pay, and vacation time.
Additional vacation days: up to 5 bonus days after 3 years and up to 15 bonus days after 10 years.
Long-Term Disability.
Group and Voluntary Life Insurance Plan.
Annual Employer Contribution Plan.
Employee 401(k) contribution.
Employee Assistance Program.