Intake & Eligibility Specialist - ELRC 18

PHMC serves as both a direct service provider to individuals, families, and communities across the region and as an intermediary agent — managing large-scale contracts, government and philanthropic partnerships, and multidisciplinary initiatives that require operational sophistication, strategic leadership, and deep mission alignment.

SERVICE AREA: Child Development & Family Services (CDFS)

DIVISION: Early Learning Resource Center (ELRC) 18

JOB OVERVIEW:

The Intake and Eligibility Specialist is essential to the Early Learning Resource Center (ELRC) Family Services team in supporting clients through frontline engagement, in performing accurate and timely eligibility determination/re-determinations, and in maintaining documentation reflecting quality services. The Intake and Eligibility Specialist collaborates with ELRC staff to seamlessly connect families to Child Care Works services and adheres to Office of Child Development and Early Learning (OCDEL) regulations and policy in full caseload management. This position reports to the Intake and Eligibility Coordinator and primarily operates out of the Early Learning Resource Center office.

RESPONSIBILITIES:

• Meet individually with family clients to understand asserted goals and reported childcare needs.
• Regularly bring family feedback to the Family Services team to inform communication design and enhancements.
• Be responsible for caseload management, including the timely and accurate determination of ongoing family eligibility for subsidized childcare (Child Care Works).
• Adhere to OCDEL and ELRC protocol to ensure all actions are executed effectively and proficiently according to policy, procedures, and state and federal statutes and regulations.
• Maintain complete and accurate files and regularly participate in internal and external monitoring to ensure adherence is verified and opportunities to improve are addressed.
• Utilize the correct regulations for priority groups - including but not limited to TANF, Former TANF, families experiencing homelessness, and teen parents - and process those cases correctly.
• Accurately and timely determine parent/caretaker and children meet all eligibility requirements for CCW and determine the hours of care provided to the children based on the parent/caretaker’s work/education/training hours and documented need for care.
• Utilize correct income calculations and determine eligibility correctly based on the verification provided by the parent/caretaker.
• Determine whether the household income meets the state’s family gross income within specified Family Poverty Income Guidelines (FPIG) or State Medium Income (SMI) limits, whichever is less.
• Determine the amount of subsidy payment authorized based on income, family size, and the Maximum Child Care Allowance (MCCA) payment rate schedule, and assess the correct co-pay.
• Process case actions for suspended and authorized cases and ongoing redeterminations within the prescribed timeframes.
• Attend periodic training to remain current on ELRC services, regional stakeholder services and resources, and organization/agency processes.
• Understand clients on the caseload and support their needs with community connections and “warm handoffs” to appropriate staff, including connecting to the ELRC Resource and Referral team as appropriate.
• Develop relationships within the ELRC team and providers in the community to foster the selection of high-quality early learning programs.
• Promote Keystone STARS directly with families and assist in the use of COMPASS to identify and select preferred care and build awareness of standards of quality.
• Accurately conduct all program processes promptly. Receive assignments through monitored ELRC inbox, maintaining stated timelines, updating all status elements, and ensuring full compliance with all regulations, performance standards, and best practices.
• Complete ongoing required and growth professional development to remain current on ELRC policies and procedures, to understand the scope of resources available to regional families, and to develop internal and external collaboration to promote access to the full scope of resources.
• Develop reports as necessary.
• Perform additional duties as assigned.
  
  
  

SKILLS:

• Ability to help clients, community members, and colleagues solve problems and achieve goals in a consistently friendly, informed manner.
• Ability to use required databases, software, and other technology, including tracking and reporting systems relevant to the job.
• Strong oral and written communication skills.
  
  
  

EDUCATION:

• High school diploma or equivalent required
• Preferred: Associate degree in social work, human services, administration, or a related field
  
  
  

EXPERIENCE:

• Experience with social services specific to families in Philadelphia
• Experience with early learning programs and/or needs-based services
  
  
  

SALARY GRADE: 16

PHMC is an Equal Opportunity and E-Verify Employer.