Family Enrollment Assistant

Summary/Objective 

This position would be responsible for processing eligibility applications per systems, procedures and policies established by LULAC’s Executive Director and Board of Directors.  The incumbent would be making eligibility decisions that meet requirements of Federal Head Start Performance Standards and any local, state and/or LULAC’s policies.  Coordinates recruitment efforts to help ensure ample wait list selection for all sites.  Coordinates Full Day billing processes by facilitating communication between Head Start Full Day Program, Head Start Finance Department, CT Department of Human Services and families.  

Essential Functions

• Implement timely application processing as outlined in the “Initial Eligibility Application Process Policy."
• Conduct Eligibility Interviews with applicants to ensure complete and correct information on the Eligibility Application. 
• Obtain confidential and pertinent information from families for data entry into the applicant record.  
• Provide frequent in person, phone and written contact with staff and families, often involving sensitive and or confidential information. 
• Provide appropriate information and referrals to wait listed families, with a focus on resources for currently homeless families awaiting placement. 
• Process EHS to HS eligibility verifications and placements. 
• Document all communications regarding application in the applicant record. 
• Maintains wait lists for accurate selection of the families. Families with the highest need shall be identified during the eligibility process via interview or written correspondence and priority points shall be awarded as outlined in the “Selection Policy.”
• Maintain filing systems and eligibility files for all enrolled, previously enrolled and waitlisted applicants. Ensure files are accurate and accessible for both processing and annual audits. 
• Process requests for educational records made by parents or other agencies ensuring Permission to Exchange has been granted or checking ID as necessary.
• Responsible for collecting parent fees & tuition timely and reporting receivables to Fiscal.
• maintains working relationships with outside agencies to facilitate both recruitment and services to enrolled and wait listed families.
• Attend recruitment events. 
• Assist with enrollment. Conduct enrollments as needed. 
• Coordinate Full Day billing process:
  1. Attend monthly billing meetings.
  2. Process billing forms from DHS Direct Pay Unit to ensure subsidy payments are made in a timely manner. Contact DPU when billing issues arise
  3. Follow up with Full Day families to collect on Parent Pay agreements. Communicate with families by text, phone, email and/or in writing.
  4. Maintain open, ongoing communication with Full Day region staff to ensure highest level of service to families (regarding LULAC model options and placement, families' financial concerns, referrals, etc.). 
• Attend meetings and training as required. 
• Perform other duties as assigned.

Required Education and Experience

• High School graduate with a minimum of 5 years’ experience.  Related Associate Degree preferred.
• Knowledge of Early Childhood Education, child growth and development
• Experience working with families