Program Assistant - Intake Unit

The Children's Home Society Of New Jersey•Toms River, NJ

22h•$0 - $39,130•Onsite

About The Position

The Program Assistant - Intake Unit is responsible for reviewing and screening applications to determine subsidy eligibility, creating client profiles, responding to applicants, and providing technical assistance. This role involves maintaining client confidentiality, performing data entry, and ensuring adherence to state mandates and program regulations. Additionally, the position may include receptionist duties as needed.

Requirements

Two to three years proven experience working in a professional office environment.
Minimum high school diploma
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Excellent computer skills
Knowledge of Microsoft Office Suite.
Good people skills
Pleasant telephone manner.
Valid driver’s license as travel may be required.

Nice To Haves

Prefer a two-year college degree or other additional training beyond high school.

Responsibilities

Accept, review and screen all applications daily to determine subsidy eligibility, including KIN and CCVC applications
Learn State software: CARES, EPPIC, Work Life Systems (WLS)
Create client profiles in CARES & WLS
Respond to all applicants within 10 days of receipt
Send Pending Letters advising applicants about missing documents needed to complete an application
Contact employers for work verification when required
Calculate gross household income and serve as audit for applications completed by co-workers
Provide technical assistance, as needed, to complete application process using timeframes as per State mandates
Maintenance of incomplete applications in need of further documentation
Provide optimal customer service to families, and public at large
Provide consumer education to include making families aware of the different types of child care programs that are eligible for subsidy payments
Respond to all potential applicant calls or emails and provide technical assistance as needed in a timely manner
Assist in-office, by telephone or email, all subsidy applicants in any areas of need
Maintain knowledge of current eligibility guidelines, time frames, required documents and processes to determine eligibility
Participate in trainings provided by DHS and employer regarding program regulations and topics related to the CCR&R program
Maintenance of all denied application files
Completes accurate data entry for all applications, including detailed documentation in WLS to capture client information, technical assistance provided, and comprehensive case notes.
Maintain client confidentiality at all times
Be proficient in the complete application process. Individual segments of the process are assigned within the unit and are subject to change based on volume and overall needs of the intake unit
Cover receptionist’s break/lunch daily
Assist in covering reception area when receptionist is out for one or more days
Duties include answering telephone and directing calls to appropriate staff members; posting mail; opening delivered mail and placing it in staff mailboxes
Other duties as assigned by supervisor