CYP Fee Assistance Operations Clerk

Navy Region Mid-Atlantic Fleet and Family Readiness (FFR); Norfolk (VA); On-site; USD 42,000 - 59,000; Full time

Job summary

Navy Region Mid-Atlantic Fleet and Family Readiness (FFR) seeks an Administrative Specialist to coordinate the fee assistance program, handling clerical tasks, enrollment verification, and data reporting. You will support families and community providers enrolled in the program and ensure accurate subsidy calculations.

Responsibilities include reviewing registrations, verifying eligibility, maintaining MCC/CYMS databases, processing claims, and generating timely reports.

Qualifications

• One year or more of general administrative work experience; OR an Associate's Degree in Business Administration, Project Management or related field; OR equivalent combination.
• Knowledge of administrative support functions and office automation software.
• Familiarity with military Child Development Centers and fee assistance programs.
• Knowledge of MCC or CYMS databases and basic accounting procedures.
• Ability to conduct research, maintain computerized databases, and produce accurate reports.

Responsibilities

• Prepare and maintain reports, correspondence, and financial data for the fee assistance program.
• Review enrollment paperwork for completeness and verify eligibility and income information.
• Gather enrollment information to determine each child's subsidy benefit.
• Verify provider participation and licensing information; access MCC/CYMS for verification.
• Review monthly claim forms, validate against authorized amounts, and reconcile discrepancies.
• Prepare daily, weekly, and monthly reports and submit according to policies.
• Research records and resolve discrepancies; notify supervisor of unresolved issues.
• Provide fee assistance support via phone, email, and online messaging to families.
• Disseminate information to Fee Assistance providers about enrollment, subsidy awards, and payments.
• Maintain waiting lists and track family requests for fee assistance.

Skills

Administrative support

Data entry

Recordkeeping

Communication

Research

MS Office

Education

Associates Degree in Business Administration or related field

Tools

MCC

CYMS

Microsoft Office

Job description

Summary

Navy Child and Youth Programs (CYP) offers high quality early care and youth services in center-based (birth - five), facility-based (age 5-12), and recreational environments (teen; youth sports and fitness). Incumbent is responsible for coordinating all functions related the execution of the fee assistance program clerical and administrative tasks in support of families and community based providers enrolled in the fee assistance program.

Summary

Navy Child and Youth Programs (CYP) offers high quality early care and youth services in center-based (birth - five), facility-based (age 5-12), and recreational environments (teen; youth sports and fitness). Incumbent is responsible for coordinating all functions related the execution of the fee assistance program clerical and administrative tasks in support of families and community based providers enrolled in the fee assistance program.

Duties

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Duties include, but are not limited to:

• Prepares and maintains assigned reports, correspondence, and statistical and financial data pertaining to components within the CYP Joint Operations Community Based Fee Assistance Program.
• Reviews child registration and enrollment paperwork to ensure that family submissions are complete and current. Verifies documents related to eligibility, sponsor and spouse employment and family income for the purpose of determining military child care fees.
• Gathers information from families related to enrollment of children with community providers. Uses registration and enrollment information to determine child's authorized child care subsidy benefit.
• Verifies information related to community provider participation, including licensing and accreditation information. Visits state and accrediting body websites to access and verify information.
• Reviews monthly claim forms and enters data for processing. Validates submission against authorized benefit amounts. Reconciles overpayments, returned checks, or other issues related to payment processing.
• Prepares daily, weekly and monthly reports in compliance with reporting policies and procedures and submits 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.
• Provides fee assistance support to families through phone calls, email, and on-line messaging to address patron financial obligations, waiting lists, subsidy award, and policies and procedures.
• Assists with dissemination of information to Fee Assistance providers regarding enrollment and renewal, subsidy awards, fee payments, certification process, application status, and miscellaneous requirements.
• Assists in maintaining family requests for fee assistance through monitoring a prioritized waiting list.

Requirements

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Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required.

Qualifications

Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs.

• One year or more of general administrative work experience; OR an Associates Degree in Business Administration, Project Management or in a elated field; OR and equivalent combination of education and experience.
• Knowledge of administrative support functions.
• Knowledge of general office automation software, practices and procedures in order to accomplish various work assignments.
• Knowledge of military CY programs, such as Child Development Centers, Family Child Care, School Age Care and Military Fee Assistance Programs.
• Knowledge of the policies and procedures related to the fee assistance program.
• Knowledge of program-based database systems, such as MilitaryChildCare.com (MCC) or Child and Youth Management System (CYMS).
• Skill in the use of commonly used computer equipment.
• Knowledge of basic accounting procedures and processes, related to verifying, reconciling, and processing claims/transactions.
• Ability to conduct research to resolve discrepancies and verify information.
• Ability to maintain a computerized database.
• Ability to maintain accurate reports and records and military style documents.
• Ability to communicate effectively, both verbally and in writing.

Education

If claiming education in lieu of experience a college transcript MUST be submitted when applying. No other documents are acceptable e.g. evaluation report.

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.

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.

This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

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.

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