Program Assistant - Intake Unit

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Full Time Toms River, NJ, US

6 days ago Requisition

Salary: $39,130.00 Annually

Two to three years proven experience working in a professional office environment.

Position requires a minimum high school diploma; prefer a two-year college degree or other additional training beyond high school.

Salary: $39,130 Annually

CHSofNJ Benefits:
Medical, Dental, FSA, Life/LTD, PTO, 403(b)

Intake Unit:

• Accept, review and screen all applications daily to determine subsidy eligibility, including KIN and CCVC applications
• Responsible for learning 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
• Technical assistance, as needed, to complete application process using time frames 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

• 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

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology. Flexibility to perform a range of tasks and an ability to work independently as well as within the unit is needed. Excellent computer skills are required and knowledge of Microsoft Office Suite. Employee must have good people skills and have a pleasant telephone manner.

Valid driver’s license as travel may be required.

This job description is intended to describe the essential functions and qualifications; however it is not an exhaustive statement of all duties and responsibilities. Management reserves the rights to modify, add, or remove duties from particular jobs and to assign other duties as necessary. This is not a contract of employment.

The Children’s Home Society is an Equal Opportunity/Affirmative Action Employer M/F/D/V. We celebrate diversity and are committed to creating an inclusive environment for all employees.