Enrollment Specialist

JOB DESCRIPTION

Title: Administrative Enrollment and Eligibility Specialist

Reports To: Executive Director/CEO/Site Supervisor

Department: Title 5 /Title 22 Child Care Centers

FLSA: Non-Exempt

Job Overview: 

The Administrative Enrollment and Eligibility Specialist serves as the primary

point of contact for prospective and enrolled families. This position is responsible for

coordinating enrollment, determining and documenting eligibility and need, maintaining accurate

and confidential family records, supporting attendance and reporting requirements, and ensuring

compliance with California Title 5, Title 22, CSPP, CCTR, and agency policies. The position

provides professional, family-centered customer service and works closely with program

leadership and site staff to support full enrollment and continued eligibility.

Mission and Values:

1. Promotes the mission of Children of the Rainbow, Inc. to provide children and families in

San Diego with quality early care, education, and supportive services.

2. Protects the personal rights, health, and safety of children and follows the agency’s zero-

tolerance policy for violations of children’s rights.

3. Demonstrates commitment to community service and economic development in the

neighborhoods served by the agency.

4. Provides respectful, family-centered service—one family at a time.

5. Values and respects diversity and contributes to an inclusive environment for children,

families, and staff.

6. Demonstrates and promotes cultural competence, professionalism, confidentiality, and

integrity.

7. Supports collaboration, accountability, and continuous improvement in all assigned

duties.

Responsibilities and Duties:

1. Provide family-centered administrative, enrollment, and eligibility services to

prospective and enrolled families.

2. Serve as a primary contact for families by answering telephone calls, responding to email

inquiries, greeting visitors, and providing accurate program information in a professional

and customer-focused manner.

3. Schedule and conduct intake, enrollment, and recertification appointments; explain

program requirements, family responsibilities, attendance expectations, and required

documentation.

4. Review, collect, verify, and document eligibility and need information in accordance

with applicable Title 5, CSPP, CCTR, Title 22, contract, and agency requirements.

5. Prepare and issue professional correspondence, notices, letters, emails, and follow-up

communications regarding enrollment status, incomplete documentation,

recertification, family fees, attendance, and program updates.

6. Maintain complete, accurate, organized, and confidential family data files, including

eligibility, enrollment, attendance, and supporting documentation.

7. Enter and maintain family, child, eligibility, enrollment, and attendance information

in CenterTrack and other agency or state-required data systems.

8. Monitor eligibility and recertification timelines and follow up promptly with families

to obtain missing or updated documentation before applicable deadlines.

9. Assist the Program Director, Site Supervisors, and other designated staff with

recruitment, selection, enrollment, attendance monitoring, and efforts to maintain full

contract enrollment.

10. Review enrollment and attendance data for accuracy, identify discrepancies or trends,

and communicate concerns to the appropriate supervisor.

11. Conduct or assist with center tours and explain available child care and preschool

program options to prospective families.

12. Support special projects, outreach events, enrollment fairs, community partnerships,

and marketing activities that promote Children of the Rainbow programs.

13. Perform general administrative support duties, including copying, scanning, filing,

data entry, mail distribution, supply ordering, and maintaining an organized reception

and enrollment area.

14. Maintain enrollment and intake supplies, forms, notices, and informational materials.

15. Attend required meetings, trainings, and professional development activities and

remain current on applicable program standards, regulations, and agency procedures.

16. Maintain confidentiality of family, child, employee, and agency information in

accordance with law and agency policy.

17. Demonstrate cultural competence and integrate respect for diversity into daily work

and interactions.

18. Perform other related duties and special assignments as directed.

MINIMUM QUALIFICATIONS:

Education and Experience:

High school diploma or equivalent required. College coursework in Early Childhood Education,

Child Development, Human Services, Business Administration, Public Administration, or a

related field is preferred.

At least one year of administrative, enrollment, eligibility, family services, customer service, or

data-entry experience is preferred. Experience with subsidized child care, Title 5, CSPP, CCTR,

or Title 22 programs is strongly preferred.

Requirements:

Must be at least 18 years of age.

Must demonstrate knowledge of, or the ability to learn, Title 5, Title 22, CSPP, CCTR,

eligibility, enrollment, attendance, and confidentiality requirements.

Must successfully complete all required background clearances and pre-employment

requirements.

Must meet applicable health screening and tuberculosis clearance requirements.

Must complete Mandated Reporter training within the required timeframe and maintain required

renewals.

Skills, Knowledge, and Abilities:

Strong customer service, interpersonal, written communication, and telephone skills.

Excellent attention to detail and ability to review documentation for completeness and accuracy.

Strong organizational and time-management skills with the ability to manage multiple priorities

and deadlines in a fast-paced environment.

Ability to maintain confidentiality and exercise sound judgment when handling sensitive family

information.

Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint, and the

ability to learn CenterTrack and other agency data systems.

Ability to prepare reports, analyze enrollment and attendance data, identify discrepancies, and

communicate findings clearly.

Ability to work independently and collaboratively with families, site staff, supervisors, fiscal

staff, and community partners.

Ability to communicate respectfully and effectively with individuals from diverse cultural,

linguistic, and socioeconomic backgrounds.

Bilingual English/Spanish skills are preferred but not required.

Physical and Work Environment Requirements:

The employee must be able to perform routine office duties, use a computer and telephone for

extended periods, communicate in person and electronically, and occasionally lift or move office

materials weighing up to 20 pounds, with or without reasonable accommodation. The position

may require travel between agency sites and attendance at community events.

Benefits:

-Medical Insurance

-Dental Insurance

-Vision Insurance

-Life Insurance: Employer-provided life insurance.

-Supplemental Insurance: (Eligible employees may enroll in voluntary supplemental

insurance plans through Aflac, with Children of the Rainbow contributing $25 per month

toward the cost of the employee's policy.)

-Retirement Plans: Participation in the organization's retirement plan, in accordance with

plan eligibility requirements. Eligible employees may participate in the Company's

401(k) retirement savings plan, including employer matching contributions in accordance

with the terms of the plan document and applicable eligibility requirements.

-Paid Time Off (PTO) in accordance with the organization's PTO policy.

-Holiday Pay for recognized company holidays, in accordance with the Holiday Pay

policy.