Senior Program Eligibility Specialist

Description

Make a Difference from Day One — Join Programs for Parents (PFP)

Are you passionate about helping employees thrive while supporting an organization that strengthens children, families, and communities?  At Programs for Parents (PFP), you'll have the opportunity to contribute to a mission-driven nonprofit that helps ensure every child gets the best possible start in life. We serve Essex County, NJ by empowering families, supporting childcare providers, and advocating for quality early childhood education. Our work encompasses providing education and referrals, promoting best practices, and connecting families with essential financial resources to help them thrive.

Our Culture & Values

At Programs for Parents, we look for team members who:

• Lead with respect and empathy.
• Communicate openly and professionally.
• Embrace change and continuous improvement.
• Collaborate across departments to solve problems.
• Take ownership and accountability for their work.
• Support our mission of strengthening children, families, and communities.

Compensation & Benefits

We believe that the people who support our mission deserve support too. That's why we prioritize employee well-being with competitive salaries and benefits.

This is a full-time, exempt position working a 35-hour work week with a hybrid work schedule.

Salary: $25.00/hour (approximately $45,500 annually)

We offer a comprehensive benefits package including:

• Medical, Dental, and Vision coverage
• 403(b) retirement plan with employer matching
• Life Insurance and Long-Term Care Insurance
• Generous paid time off, including vacation, sick, personal, and self-care days
• Employee Assistance Program
• Professional development opportunities
• Parking and Transportation benefits

Requirements

The Subsidy Programs Department provides financial assistance to eligible parents, guardians, and foster parents to assist with the costs of childcare.  The Senior Eligibility Program Specialist is responsible for accurately and efficiently determining initial and continuing eligibility for families seeking childcare subsidy assistance. The position reviews and analyzes eligibility documentation, calculates household income, enters and verifies information across multiple systems, and ensures determinations comply with federal, state, agency, and Subsidy Operations Manual requirements.  This is a high-volume, deadline-driven position requiring the Specialist to balance accuracy with productivity.  Beyond application processing, the Senior Eligibility Program Specialist serves as an important resource for families and childcare providers. The position explains eligibility requirements and program procedures, assists with payment and eligibility inquiries, provides childcare and community referrals, and communicates with participants through in-person, telephone, and written interactions.  The role also requires sound judgment when reviewing documentation for authenticity, validity, and accuracy; protecting confidential information; and identifying circumstances that may warrant referral for potential fraud.  Specific duties include:

• Reviewing eligibility documents and calculating household income to determine initial and continuing eligibility for child care services in accordance with federal, state, and agency regulations.
• Operating various computer systems to conduct searches for initial applications, redetermination, and/or updating information.
• Communicating with families and providers in person, by phone, and through written correspondence.
• Informing program participants of childcare options.
• Explaining program requirements and procedures to families and childcare providers.
• Providing community referrals.
• Linking participants to childcare resources and referrals.
• Assisting childcare providers with payment and eligibility inquiries.
• Entering data into internal and external databases with high standards of accuracy.
• Counseling participants regarding program eligibility requirements and their responsibilities, rights, and program availability including how to choose quality child care.
• Participating in staff meetings and training workshops.
• Providing quality customer services to clients and providers.
• Coordinating, preparing, and distributing appropriate communications to parents and programs.
• Maintaining, securing, and safeguarding confidential information.
• Gathering and analyzing documents received for authenticity, validity, and accuracy; making referrals to fraud as required.
• Providing coverage to the Intake Unit on an as-needed basis.
• Providing other related duties as requested, assigned, or directed to meet the needs of the Department.

Individuals who thrive in this role typically:  

• Understands eligibility determination. Can confidently review documentation, calculate income, interpret program requirements, and apply eligibility rules consistently. 
• Balances speed with accuracy. Understands that productivity matters, but not at the expense of accurate determinations, documentation, or compliance. 
• Has strong analytical judgment. Does more than simply process paperwork—they identify discrepancies, determine when additional information is necessary, and recognize documentation that may require further review. 
• Is exceptionally detail-oriented and organized. Maintains accurate case information across multiple systems and follows assignments through completion. 
• Communicates complicated information clearly. Can explain eligibility requirements, missing documentation, participant responsibilities, and program decisions in language families and providers can understand. 
• Provides strong customer service under pressure. Remains professional and solution-focused when assisting frustrated or confused participants and providers. 
• Works independently and takes accountability. Manages deadlines and productivity expectations without requiring constant supervision and raises concerns before they become problems. 
• Is technologically comfortable. Can navigate multiple internal and external databases, enter information efficiently and accurately, and use Microsoft Office effectively. 
• Handles confidential information appropriately. Demonstrates discretion, professionalism, and sound judgment when working with sensitive family and financial information. 
• Contributes as a senior team member. Is flexible enough to assist with customer relations coverage and changing departmental needs while maintaining responsibility for their own workload.

Education and Experience

• High school diploma required; associate's degree preferred
• Experience in human services or child development industry (preferred)
• Bilingual, Spanish/Creole a plus 

Physical Requirements

• Ability to sit, stand, walk, and use office equipment for extended periods.
• Ability to lift and carry up to 10 pounds.