Front Desk & Data Entry Specialist — Child Care Program

Receptionist & Data Entry Specialist, Child Care Assistance Program

Job Category: Office & Administrative Support

The Receptionist & Data Entry Specialist is often the first point of contact for visitors to our agency and provides critical data entry and administrative support to the Child Care Assistance Program (CCAP). The Receptionist & Data Entry Specialist is responsible for providing exceptional visitor experiences, responding to phone inquiries, and resolving issues promptly. Must accurately and efficiently enter and update data within designated systems, maintaining a high level of productivity while working with others in a fast-paced, client-focused environment.

• Enters program participant information into a Child Care Management System data tracking program.
• Maintains database listing of child care providers, community resources, and program participant records.
• Answers program and Agency telephone line, directs calls, takes messages for staff as needed, and makes outside phone contacts for the purpose of relaying or obtaining information.
• Opens, dates, sorts, and disseminates incoming mail.
• Types from written material, reports, letters, memos, and other correspondence as assigned, composes letters as requested, and proofreads finished copy to meet acceptable program and Agency standards.
• Updates and maintains computer files according to program and Agency standards including but not limited to the scanning and validating of Child Care Assistance Program documents.
• Assists Child Care Assistance Program staff with tasks such as returning phone calls, filing, and mailing Child Care Assistance Program forms and paperwork to external participants and stakeholders.
• Greets visitors, manages reception area, and sees that all contacts, written, oral, and in-person reflect desired Agency image.
• Responds to incoming phone calls, emails, or faxes.
• Provides support to walk-in customers, including providing Child Care Assistance Program applications and forms and answering program-related questions.
• Adheres to the policies and procedures set forth in the Illinois Department of Human Services (IDHS) Child Care Assistance Program (CCAP) Policy Manual or as stated in the latest memos by IDHS Bureau of Subsidy Management for policy clarification.
• Utilizes the Child Care Management System computer software and any other computerized data systems currently or subsequently adopted by the Agency, Statewide Child Care Resource & Referral (CCR&R) System and as determined by IDHS.
• Prepares statistical reports, as needed.
• Regularly documents and communicates actions, irregularities, and continuing needs of program participants and colleagues that contribute to program goals and team effort.
• May attend occasional community-based outreach events representing the program and Agency.

• High school diploma/equivalent required, some college preferred.
• Prior clerical, reception, or data entry experience preferred.
• Experience working with individuals who frequently access community or state services to support their family preferred.
• Must apply for and obtain membership with the IL Gateways to Opportunity Registry within two months of employment.
• Proficient at keyboarding and using Microsoft Office products.
• High level of organization, time management, and task prioritization skills.
• Must be proficient in speaking, reading and writing in the English language.
• Ability to drive and access to a personal vehicle preferred.

• Compensation: Hourly Range $16.40-$17/hour; offers are commensurate with experience and bilingual candidates may receive additional compensation. The salary range provided represents our current estimate for this role at the time of posting and is subject to change. The final salary will be determined based on a range of factors, including but not limited to, a candidate's relevant experience, education, qualifications, skills, certifications, and alignment with organizational needs.
  
  We are dedicated to fair and equitable compensation practices and are committed to fostering a diverse workforce while providing equal opportunities for all candidates.
• Benefits: Medical/dental/vision insurance, 3+ weeks paid time off in the first year including the week between Christmas and New Year's Day (PTO increases with tenure); 11 paid holidays, supplemental insurance options, 401(k) with match (more benefits details here).
• Schedule: Full-time, hourly; 8:30AM-4:30PM Mon-Fri
• We don't just hire talent—we grow it: Emerging Leaders will have access to leadership development opportunities and one-on-one mentorship.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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