CYP Operations Clerk

Navy Region Southwest Fleet and Family Readiness (FFR); Lemoore (CA); On-site; USD 36,000 - 60,000; Full time

Job summary

Navy Region Southwest Fleet and Family Readiness (FFR) is seeking an Operations Clerk for Navy Child and Youth Programs (CYP) in California. The clerk manages waitlists, enrollment, records, and parent fees, using CYMS and related systems to keep data accurate and timely.

You will provide front desk coverage, answer questions about programs, and prepare daily, weekly, and monthly reports while ensuring compliance with DoD policies.

Qualifications

• Knowledge of administrative support functions.
• Knowledge of general office automation software and procedures.
• Experience with military CYP programs or equivalent is a plus.
• Two (2) years of administrative experience.

Responsibilities

• Maintain CYP waitlists, enrollment records, and fees.
• Coordinate front desk operations and answer inquiries.
• Prepare daily, weekly, and monthly reports and data submissions.
• Ensure compliance with DoD policies and background check requirements.

Skills

Administrative support

Data entry / recordkeeping

Customer service

English communication

Cash handling

Education

High school diploma or GED

Tools

CYMS

Microsoft Office

Job description

Summary

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 https://www.navycyp.org.

Duties

Help The CYP Operations Clerk performs a combination of duties related to one or more components of the CYP. Duties are related to record keeping and reporting, liaison with families and programs, and collection and monitoring of fees and supplies. These tasks are summarized below.

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.

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Conditions of employment

• Must be 18 years of age or older and have a high school diploma or equivalent.
• 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.
• Undergo pre-employment and random drug testing. A positive drug test, or failure to submit for testing, is a basis for removal from this position.
• Pass a pre-employment physical, provide evidence of immunization, be free of all communicable diseases, and obtain appropriate immunization against communicable diseases.
• Employment contingent upon proof of education if not provided at time of application.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must meet federal suitability requirements including successful completion of background investigation.

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.

A qualified candidate possesses the following:

• 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.

Non-U.S. citizens with fewer than three years of recent residential history in the U.S. may be determined ineligible for employment.

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.

In accordance with the Real ID Act of 2005, if a candidate or new hire requires access to a military installation and does not have a REAL ID, identity will need to be established. Identity is established by presenting either one (1) Acceptable Credential or by presenting an acceptable combination of Source Identify Documents. Acceptable Credentials are listed in List A and Acceptable Source Identity Documents are listed in Lists B and C in the link below (page 3). https://www.oni.navy.mil/Portals/12/Vistors/Base%20Access%20Form.pdf?ver=2017-08-28-065204-693

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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