Child and Youth Program Operations Clerk

Naval District Washington (NDW) (NAF); Maryland; On-site; USD 38,000 - 54,000; Full time

Job summary

Naval District Washington (NDW) (NAF) offers Navy Child and Youth Programs (CYP) services including center-based and facility-based care, and teen recreational activities. The CYP Operations Clerk serves as a front-line representative and administrative liaison, managing waitlists, enrollment, and financial records across multiple CYP components.

Responsibilities include handling registrations, reporting, and communications with families and partner agencies, while ensuring compliance with

Qualifications

• Two years of administrative experience.
• Knowledge of administrative support functions.
• Ability to maintain accurate reports and records.
• Ability to communicate effectively in English, both verbally and in writing.

Responsibilities

• Prepare and maintain reports, correspondence, and data.
• Manage child registration and enrollment paperwork.
• Handle waiting lists and program information for families.
• Collect and record parent fees and ensure proper cash handling.

Skills

Admin support

Office software

English comms

Customer service

Education

High school diploma or GED

Tools

CYMS database

Job description

Navy Child and Youth Programs (CYP) offers early care and youth services in center-based (birth to five), facility-based (age 5-12), and recreational environments (teen; youth sports and fitness). CYP Operations Clerk are front line representatives and administrative liaisons. They manage the CYP waitlist, coordinate enrollment, oversee recordkeeping, and collect parent fees in addition to a variety of data processing systems. Learn more about us at .

Duties

Record Keeping and Reporting

• Prepares and maintains assigned reports, correspondence, and statistical and financial data pertaining to components within the CYP (e.g., CDC, CDH, SAC, YP, R&R, USDA).
• Ensures child registration and enrollment paperwork is complete and current.
• Ensures that all USDA food program records are accurate, up-to-date and readily available.
• Reviews and submits completed paperwork for background checks.
• Maintains office files and records.
• Provides required information to requesting agencies that include but are not limited to Family Advocacy, Naval Investigative Services, Environment, Safety and Fire personnel, and USDA.
• Prepares necessary daily, weekly and monthly reports in compliance with reporting policies and procedures and ensures they are submitted in a timely manner.
• Conducts research of records and follows up in order to resolve discrepancies and problems.
• Notifies supervisor of any discrepancies and informs supervisor of any issues/ problems that cannot be resolved.

Liaison with Families and Programs

• Provides front desk coverage, logs children in and out of the facility, and informs and answers questions regarding programs and services, patron financial obligations, waiting lists, events, and policies and procedures.
• Assists with dissemination of information to CDH providers regarding training schedules, certification process, application status, and USDA reporting requirements.
• Takes telephone calls and responds to inquiries, referring calls to supervisor or other personnel when appropriate.
• Performs assigned resource and referral duties and assists in maintaining current waiting list.

Fees and Supplies

• Collects fees and charges and records payments in accordance with proper procedures. Notifies supervisor of all delinquent payments.
• Completes a daily activity report and ensures proper deposit of funds in accordance with established cash handling procedures.
• Responsible for monitoring all supplies and resources. Notifies supervisor of items that need to be ordered.

Additional Responsibilities

• Serves as a mandatory reporter to Family Advocacy and Child Protective Services as prescribed by local policy in the case of suspected incidences of child abuse and neglect.
• Performs other duties as assigned.

Requirements

• Must satisfactorily complete all background checks for child care positions, including fingerprint checks, a Tier 1 with Child Care check, Tier 3 if applicable, and a State Criminal History Repository (SCHR) check.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must pass a pre-employment physical, provide evidence of immunization, be free of all communicable diseases, and obtain appropriate immunization against communicable diseases.
• Must be 18 years of age or older.
• Must successfully obtain and maintain appropriate security clearance as needed.
• Ability to complete required training certificates, and maintain certifications or credentials required by Federal, State, and/or national accreditation institutions used as part of DoD's Child and Youth Programs.
• Must be a U.S. citizen or hold 3 years of lawful U.S. residency

Qualifications

• Knowledge of administrative support functions.
• Knowledge of general office automation software, practices and procedures in order to accomplish various work assignments.
• Knowledge of military CDC, CDH, SAC, YP, R&R and the USDA Food Programs.
• Ability to maintain a computerized database. Working knowledge of computer keyboard and Child and Youth Management System (CYMS) or equivalent database system.
• Ability to maintain accurate reports and records and military style documents.
• Ability to communicate effectively in English, both verbally and in writing.
• Skill in cash handling required.
• Two (2) years of administrative experience.

Education

Must provide a copy of your H.S. Diploma, GED, or College Transcripts (showing degree awarded/conferred) when you apply.

Note: If your degree has not been awarded and/or you possess certificates of completion for DoD approved competency-based training courses, and/or a valid CDA/MSA credential(s), you MUST also provide a copy of your HS Diploma or equivalent.

Additional information

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Installations Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.

Marijuana is a Schedule I drug under the Controlled Substances Act and therefore use of marijuana is illegal under Federal law regardless of State laws. A positive drug test result for marijuana (or any other drug tested for) will result in withdrawal of the tentative job offer and ineligibility to apply for a position within the Department of Defense for 6 months from the date of the drug test.

All individuals involved in the provision of child care services on a Department of Navy (DON) installation or in a DON-sanctioned program must complete the Installation Records Check (IRC). The IRC includes a check of the Substance Abuse Rehabilitation Program (SARP) records in the Alcohol and Drug Management Information Tracking System (ADMITS) database, a check of the Family Advocacy Program (FAP) records in the Fleet and Family Support Management Information System (FFSMIS), and an installation security/base check via the Navy Justice Information System (NJIS) database and/or other law enforcement systems. This information will be used to determine suitability for the applicant in accordance with criteria for automatic and presumptive disqualifiers, per DoDI 1402.05.

Per Department of Defense Instruction (DoDI) 1402.05 Background Checks on Individuals in DoD Child Care Services Programs, incumbents will be automatically disqualified for a conviction in either civilian or military court (to include any general, special, or summary court‑martial conviction or if they received non‑judicial punishment [under Article 15 or chapter 47 of Title 10, U.S.C]) for any of the following: a sexual offense, any criminal offense involving a child victim, or a felony drug offense. Additionally, the incumbent will be automatically disqualified if he/she has been held to be negligent in a civil adjudication or administrative proceeding concerning the death of or serious injury to a child or dependent person entrusted to the individual's care.

Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Required Documents

• Proof of education/training: provide a copy of your awarded/conferred college transcript(s); if degree hasn't been conferred, provide copy of HS Diploma, GED, or equivalent
• If claiming Department of Defense (DOD) Non‑appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation
• If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application
• If claiming Veteran's Preference: provide a copy of your DD‑214, Member‑4 page and any supporting documentation (SF‑15, V.A. disability letter, proof of service, etc.)
• If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF‑50

Note: When submitting transcripts for an Associate degree or higher, proof of a high school diploma or equivalent is not required. All transcripts MUST show student's name, the name of the awarding university or educational institution, degree type, awarded/conferred date, and the field of study (major). If your degree has not been awarded and/or you possess certificates of completion for DoD approved competency-based training courses, and/or a valid CDA/MSA credential(s), you MUST also provide a copy of your HS Diploma or equivalent. Altered transcripts will not be accepted.

Transcripts from foreign colleges must be evaluated for U.S. equivalency in order to be considered. Applicants are responsible to obtain and submit proof of creditability of education as evaluated by a credentialing agency which is a private U.S. organization. Credential evaluations are not free and applicants are responsible for the cost of the selected service.

Foreign high school transcripts or diplomas do not require credential evaluation but must be in English or a certified translation.