Program Assistant II

CDA; Chula Vista (CA); On-site; USD 30,000 - 43,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Flexible Spending Account

Paid holidays

Sick pay and vacation

Long-Term Disability

Life Insurance

Job summary

CDA, a community based, multiservice nonprofit in Eastlake, CA, is seeking a Program Assistant II for the Child Care Provider Payments Program. You will perform administrative and program support duties to ensure compliance with CDSS regulations and CDA policies, handling records, reports, and notices to providers.

The role emphasizes attention to detail, excellent customer service, confidentiality, and the ability to work with diverse teams.

Qualifications

• Proficiency in general office procedures, including typing, filing, record keeping, reception, and electronic/paper filing.
• Proficiency in Microsoft Word and Excel (Office 365) for forms, reports, and documents.
• Ability to read, interpret, and apply CDSS regulations and CDA policies.
• Organize, prioritize, and manage multiple assignments with minimal supervision.
• Maintain confidentiality and comply with privacy laws.
• Adapt to changing priorities and communicate tactfully and professionally.

Responsibilities

• Monitor attendance records for compliance with requirements and signatures.
• Prepare reports, metrics, and other data for management review.
• Collect, maintain, and distribute departmental reports and data.
• Provide responsive, accurate customer service to child care providers.
• Download, organize, and document attendance records to support payments.
• Receive, sort, index, and maintain attendance records per policy.
• Create and distribute provider notices electronically.
• Create and maintain tracking logs for attendance processing.
• Schedule and conduct quality assurance reviews; document findings and guide staff.
• Perform software testing as needed and provide feedback on system updates.

Skills

Office 365

Word

Excel

Regulatory reading

Organization

Confidentiality

Communication

Diversity awareness

Crisis response

Education

One year clerical/administrative experience

Office clerical program completion

Tools

Microsoft Word

Microsoft Excel

Job description

Department

Provider Payments

Classification

Non-Exempt

ROP

$26.26 hourly (equivalent to $54,620.80 annually)

Location

Eastlake, CA

About CDA

CDA is a community based, multiservice non-profit agency with over 300 employees dedicated to creating positive change in our local community. Our mission is to empower and promote the well-being of families, child care providers, and the greater community through financial and support services.

Purpose Of Role

As a Program Assistant II, you will perform a variety of administrative and program support duties for the Child Care Provider Payments Program to ensure compliance and quality standards are met based on California Department of Social Services regulations and CDA policies and procedures.

Essential Duties And Responsibilities

• Monitor attendance records for compliance with attendance requirements, authorized contracted hours, and required signatures to ensure accuracy and completeness.
• Prepare reports, metrics, and other data for management review.
• Collect, maintain, and distribute departmental reports and program data in accordance with established policies and procedures.
• Provide responsive, accurate, and professional customer service to child care providers by responding to inquiries and resolving routine issues.
• Download, organize, distribute, track, review, and document digital attendance records to support timely and accurate payment processing.
• Receive, sort, scan, index, and maintain attendance records and supporting documentation in accordance with established policies and procedures.
• Create and distribute provider notices electronically in accordance with established policies and procedures.
• Create and maintain tracking logs to monitor the receipt, distribution, and processing of attendance records.
• Schedule and conduct quality assurance reviews of notices, attendance records, and other assigned program activities; document findings, prepare reports, communicate results to the Provider Payment Supervisor II, and provide guidance to Payment Assistants to promote quality standards.
• Perform software testing as needed; serve as a subject matter expert for the program system; and provide feedback to the Policies and Procedures team regarding system updates, enhancements, and newly established business rules.

Position Requirements

• Education, training, and/or experience that demonstrates possession of the knowledge, skills and abilities listed.
• One year of clerical or administrative support experience, or completion of an office clerical program through a college or vocational school.
• Must have willingness to learn and ability to understand and follow oral and written directions.
• Ability to read, interpret, and apply California Department of Social Services (CDSS) regulations and CDA policies and procedures.
• Ability to provide prompt, efficient, and responsive service; and to communicate and treat all individuals with dignity and respect, responding in a cooperative, solution-oriented manner.
• Ability to understand and respect diversity in the workplace/community, showing consideration by communicating tactfully and sensitively at all times.

Minimum Qualifications

Education, training, and/or experience that demonstrates possession of the knowledge, skills and abilities listed. One year of clerical or administrative support experience, or completion of an office clerical program through a college or vocational school.

Knowledge, Skills & Abilities

• Demonstrated proficiency in general office procedures, including typing, filing, record keeping, reception, and maintaining electronic and paper files. Proficiency in Microsoft Office 365 applications, including Microsoft Word and Excel, and the ability to create and maintain forms, reports, and other documents.
• Ability to read, interpret, and apply California Department of Social Services (CDSS) regulations and CDA policies and procedures. Ability to read and interpret charts, tables, schedules, manuals, policies, and procedural documents, and accurately file records alphabetically, numerically, chronologically, and by subject.
• Demonstrated ability to organize, prioritize, and manage multiple assignments while meeting established deadlines with minimal supervision.
• Ability to maintain confidentiality and comply with applicable privacy laws, regulations, and agency policies. Exercise sound judgment by disclosing only authorized information to parents, providers, and other authorized individuals.
• Ability to adapt to changing priorities, policies, procedures, and program requirements while maintaining flexibility and promoting a positive work environment.
• Ability to communicate professionally and effectively, treating all individuals with dignity, respect, tact, and sensitivity while responding in a cooperative, solution-oriented manner.
• Demonstrated ability to work effectively with individuals from diverse cultural, educational, and socioeconomic backgrounds while maintaining professional relationships and avoiding conflicts of interest. Report potential conflicts of interest in accordance with agency policy.
• Ability to remain calm, exercise sound judgment, and respond effectively in crisis or challenging situations.

Work Schedule

Full-time, Monday—Friday, 40 hours per week, 8:30 AM to 5:00 PM. May require evening and weekend hours based on the needs of the program.

Benefits

• Medical | Dental | Vision - 80% paid by the employer in the first year, and 100% thereafter
• Ongoing Training and Staff Development opportunities
• Flexible Spending Account
• Legal Service Plans Available
• Paid Holidays, Sick Pay, and Vacation Time
• Additional Vacation Days – Earn up to 5 bonus days after 3 years, and up to 15 bonus days after 10 years.
• Long-Term Disability
• Group and Voluntary Life Insurance Plan