Program Intake Specialist

POSITION TITLE: Program Intake Specialist
DEPARTMENT: HHS - CCDP
LOCATION: Longview, Washington
REPORTS TO: Program Manager
STATUS: Hourly; Full-Time
WAGE RANGE: $29.90 - $34.35 per hour

CLOSING DATE: Open Until Filled (First Review July 27th, 2026)

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered a preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes a Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

Contributes to the effectiveness of the Cowlitz Child Care and Development Program (CCDP) by serving as the primary point of contact for families seeking childcare assistance. Processes applications, verifies eligibility, maintains accurate client records, and ensures families receive clear guidance throughout the intake and recertification process. Works closely with Tribal families, childcare providers, program staff, and community partners to provide culturally respectful support, uphold confidentiality requirements, and ensure compliance with Tribal, state, federal, and grant-funded program standards. Contributes to the overall success of CCDP by ensuring efficient intake operations, supporting outreach efforts, and promoting accessible, high‑quality services for Tribal families. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe and the CCDP program.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Communicates program services and eligibility changes with eligible tribal families, care providers, CIT employees, and community agencies in a professional and timely manner.
• Processes, reviews, and verifies required application documentation to determine eligibility in accordance with program policies and grant requirements.
• Develops, updates, and maintains accurate client records and prepares required reports on time, ensuring adherence to grant, Tribal, state, and federal guidelines.
• Calculates co-pays and provider rates; prepares and sends parent and provider eligibility and acceptance letters promptly.
• Refers families to CIT programs, community resources, or specialized CCDP staff as needed to address additional service needs.
• Maintains strict confidentiality of client information and follows all Tribal, state, federal, and grant-funded confidentiality and data protection standards.
• Develops and maintains professional and culturally respectful working relationships with families, childcare providers, Tribal departments, and external agencies
• Participates in outreach events, including tribal meetings, powwows, community gatherings, and fairs, occasionally requiring evening or weekend hours.
• Supports the Program Manager and program staff in reviewing and updating program policies and procedures to align with funding requirements, program goals, and best practices.
• Reports suspected child abuse or neglect to supervisors and makes mandated reports to Child Protective Services (CPS) as required by law and Tribal policy.
• Tracks and monitors eligibility timelines, recertification dates, and documentation expirations to ensure uninterrupted service for families.
• Provides follow-up communication to families regarding missing documentation, eligibility status, or required actions.
• Participates in staff meetings, team-building activities, and training opportunities to support a cohesive, effective working environment.
• Adapts to changes in program requirements, safety protocols, software systems, or grant guidelines as needed
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge and basic understanding of early childhood education and development.
• Knowledge of community early childhood resources.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet, and database software programs in a Windows environment.
• Skill in treating internal and external customers with dignity, courtesy, and respect.
• Skill in providing exceptional customer service in working with families.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent sound judgment reflecting fidelity and ethics.

Minimum Qualifications:

• Associate degree in business, social services, and/or human services.
• Two (2) years of related experience in childcare or community programs.
• A combination of relevant education and related work experience may be considered.
• Experience working within American Indian and/or Alaska Native communities preferred.
• A valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening/investigation according to the established requirements below.

Tribal preference in accordance with the Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Reference checks, education, and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 50 lbs. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office or outdoor setting with a moderate noise level. Exposure to natural weather conditions and dust, fumes, airborne particles and/or allergens may occur while performing outdoor duties. Situations occur where PPE (personal protective equipment) is needed. May come in contact with hostile, violent, or offensive individuals. Overnight travel, evening and/or weekend work is occasionally required. Tight time constraints and multiple demands are common.