Program Specialist

SBCS Chula Vista•Chula Vista, CA

7d•Onsite

About The Position

The Program Specialist assists with participant eligibility and enrollment processes, reviews documentation for completeness and accuracy, and supports compliance with federal, state, local, and grant-specific requirements. This role supports participant eligibility and enrollment processes while assisting with documentation review and compliance activities across Workforce Development programs. The Program Specialist works collaboratively with program staff to maintain accurate participant records, assist with monitoring and quality assurance activities, support compliance with funding source requirements, and promote timely participant enrollment and service delivery. Services will be consistent with agency goals, objectives, mission and style.

Requirements

High school diploma or GED equivalent, required.
Ability to build and maintain relationships with a diverse range of people and organizations, as well as strong public speaking skills.
Must possess good working knowledge of Microsoft Windows, including Outlook, Word, Excel and Teams to develop, update, maintain and manage spreadsheets and data reports.
Possess initiative, ability to set goals, and prioritize while being highly organized
Effective communication and listening skills to interact with Transitional Age Youth and team members
Ability to work with a diverse population, possess cultural sensitivity, and maintain appropriate boundaries with clients.
Employment may be conditioned upon satisfactory completion of certain background clearances which may include a Department of Justice criminal background check requiring my fingerprints (Live Scan), screening through the National Sex Offender Public Website, drug test, tuberculosis (TB) test, and such additional clearances as may be required under the program.
Candidate is required to have reliable transportation; therefore, the candidate must successfully complete a motor history check.
Candidate must also possess and maintain a current valid California driver’s license and valid auto insurance policy.

Nice To Haves

Previous experience in workforce development, social services, human services, participant intake, eligibility determination, outreach, compliance, administrative support, or a related field, preferred.
Bilingual English/Spanish, preferred.

Responsibilities

Conduct participant eligibility screenings, verify required documentation, and assist in determining eligibility in accordance with WIOA and other applicable federal, state, local, and grant-specific requirements.
Assist with participant intake, enrollment, and orientation activities by collecting and reviewing required documentation, supporting timely completion of enrollment requirements, and maintaining accurate participant records in accordance with program guidelines, agency policies and funding source requirements.
Provide support and guidance to program staff regarding eligibility requirements, acceptable documentation, enrollment procedures, and compliance standards under the direction of the Program Coordinator and Program Director.
Review participant files, case records, and supporting documentation for accuracy, completeness, and alignment with program requirements and communicate identified discrepancies or missing information to appropriate program staff.
Conduct routine quality assurance reviews of participant files, identify documentation gaps or deficiencies, and collaborate with program staff to support timely resolution and accurate recordkeeping.
Monitor participant records in CalJOBS, ETO, and other required data management systems to support accurate data entry, maintain complete participant records, and assist with compliance reporting requirements.
Maintain accurate participant records and electronic files in accordance with agency policies, contractual requirements, and record retention guidelines.
Assist with the development and maintenance of tracking systems for participant eligibility, enrollments, file reviews, corrective actions, and compliance activities to support program reporting and quality assurance efforts.
Support internal reviews, monitoring visits, audits, and corrective action activities by assisting with the organization, tracking and maintenance of required documentation and participant records.
Assist program staff by providing guidance and support regarding eligibility requirements, documentation standards, and compliance expectations.
Assist with outreach, recruitment, and community engagement activities by providing program information, supporting participant enrollment efforts, and promoting program awareness of available Workforce Development services.
Provide program information and orientation to prospective participants, families, referral partners, and community organizations to support understanding of program services, eligibility requirements, and enrollment processes.
Participate in required staff meetings, trainings, collaborative meetings, and agency-sponsored events.
Perform other duties as assigned by the Program Director/Program Coordinator.