PSSI Intake- INTERNAL ONLY

Solano Family & Children's Services; Fairfield (CA); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

403(b) / Agency Match

Dental

Medical

Paid Vacation

Sick days

Mental Health Days

Vision

FSA (Med/Dep)

Job summary

Solano Family & Children’s Services is seeking a Provider Services Specialist – Intake to join the Subsidy team as the first contact for child care providers entering the Subsidized Child Care Program. The role emphasizes accurate data handling, policy interpretation, and professional communication.

You will review documentation, maintain provider files, follow up on missing items, safeguard PII, and work with the Subsidy team to support providers from intake through onboarding.

Qualifications

• Experience delivering high-quality customer service to the public.
• Strong attention to detail with the ability to review information and identify gaps.
• Proficiency with computers, data entry, word processing, spreadsheets and calendar systems.
• Ability to maintain confidentiality and safeguard PII.
• Ability to work independently and as part of a team while managing competing priorities.

Responsibilities

• Conduct intake and onboarding activities for child care providers in the Subsidy Program.
• Explain program policies and requirements and provide appropriate guidance.
• Maintain accurate provider information, files, tracking systems, and documentation.
• Respond to provider inquiries by phone, email, or other methods with professional service.
• Safeguard PII and follow agency policies and program requirements.
• Collaborate with colleagues and support the Provider Service Specialist team as needed.

Skills

Verbal and written communication

Customer service

Organizational skills

Time-management

PII confidentiality

Independent and team collaboration

Tools

MS Office Suite

Job description

The Provider Services Specialist – Intake is an important part of the Subsidy team and serves as an initial point of contact for child care providers entering and participating in the Child Care Subsidy Program. This position requires strong attention to detail, the ability to interpret program policies and procedures, effective communication skills, and the ability to manage multiple priorities while maintaining accurate provider information.

Who We Are:

Solano Family & Children’s Services creates connections for families and child care providers to support the healthy development of children for a thriving community. We hire individuals who have a strong work ethic and are looking for a career that supports our mission and impact in Solano County.

General Description:

The Provider Services Specialist – Intake is responsible for supporting the intake and onboarding process for child care providers participating in the Subsidized Child Care Program. The position provides information and guidance regarding program policies and procedures, gathers and reviews required documentation, maintains accurate provider information, conducts follow-up as needed, and assists providers throughout the intake process. The Provider Services Specialist – Intake must be able to interpret program requirements, identify missing or incomplete information, communicate clearly with providers, safeguard Personally Identifiable Information (PII), and maintain accurate and timely provider files.

Our Ideal Candidate:

The ideal candidate is organized, dependable, detail-oriented, and committed to providing excellent customer service. They are comfortable working independently while also contributing to a team environment.

Essential Function of the Job:

Conduct intake and onboarding activities for child care providers participating in the Child Care Subsidy Program, including reviewing and processing required documentation for completeness and accuracy; identify missing or outstanding items and conduct timely follow-up with providers.

• Explain program policies and requirements expectations to providers and provide appropriate resources and guidance.
• Maintain accurate provider information, files, tracking systems, and case documentation in accordance with program requirements and established timelines.
• Prepare and generate required program documents, correspondence, and other materials.
• Respond to provider inquiries by telephone, email, and other appropriate communication methods while providing professional and responsive customer service.
• Safeguard Personally Identifiable Information (PII), maintain confidentiality, and follow agency policies and program requirements.
• Work collaboratively with coworkers and provide support to the Provider Service Specialist (PSS) team as needed.

Perform other duties as assigned to meet agency and program needs.

Position Type: Full-Time
Days: Monday – Friday Hours: 8:30 AM – 5:30 PM -Occ Eves/Weekends

Open To: Internal Only Department: Subsidy Reports to: Subsidy Supervisor

Management: No Position Status: Non-exempt

Pay Scale: Starting Pay: $27.24 Top of Pay Scale: $34.96

Benefits:

• 403(b)/Agency Match
• Aflac
• Dental
• EAP
• FMLA/CFRA/PDL
• FSA (Med/Dep)
• Life/ADD
• LTD
• Medical
• Paid Vacation, Sick, Mental Health Days
• SDI/PFL
• Vision

Date Updated:

09/11/2026

Required Skills & Abilities:

• Strong verbal and written communication, customer service, organizational, and time-management skills.
• Strong attention to detail with the ability to review information, identify discrepancies or missing items, and determine appropriate next steps.
• Proficiency with computers and common office applications, including data entry, word processing, spreadsheets, email, and calendar systems.
• Ability to maintain confidentiality and safeguard Personally Identifiable Information (PII).
• Ability to work independently and collaboratively, manage competing priorities, adapt to changing or unexpected situations, and meet established deadlines.
• Ability to receive and apply direction, coaching, and feedback, and travel throughout California to attend conferences, workshops, trainings, community meetings, and other program activities as needed.

Education & Experience Required:

• Experience providing excellent customer service to the public required.
• Minimum of two years of office experience, including experience working with computers.
• Experience working with confidential information preferred.
• Experience with case management, intake, data entry, documentation review, or a similar administrative function preferred.

Supervisory Responsibility:

This position does not require supervisory responsibilities.

Travel Requirements:

• Must be able to travel as needed.

Physical Demands:

• While performing the duties of this job, the employee is regularly required to talk and hear. Good vision is imperative. The employee is frequently required to stand; walk; sit; reach; push; and pull. Manual dexterity and keyboarding are also required. The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl. The employee must be able to lift and/or move 10 lbs.

Safety & Risk Management

Responsibilities:

• Employees are responsible for complying with safe work rules; reporting all accidents and injuries immediately; cooperating in all accident and injury investigations; reporting defective equipment and unsafe conditions.

Work Environment:

• The noise level in the work environment is usually moderate. Temperature-controlled office environment.

What Else You Should Know:

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions.

Background check required after offer of position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies and Functional Areas

Job Knowledge

– Understands job functions, requirements, tools, and processes associated with this position.

Problem Solving

– Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully and offers alternative solutions.

Process Improvement

– Improves existing processes to either increase productivity, quality, or customer satisfaction.

Productivity

– Demonstrates a consistently high level of contribution in completeness and volume of work. Utilizes time so that little is lost in unproductive or marginally productive activities.

Quality

– Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Initiative

– Volunteers readily; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help to meet the needs of the business or customers/clients or vendors.

Dependability

– Follows instructions and responds to management direction; takes responsibility for own actions; keeps commitments; commits to additional hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person(s) with an alternate plan in a timely manner.

Planning/Organizing

– Prioritizes and plans work activities; uses time efficiently. Completes tasks accurately and on time. Maintains and contributes to a neat, organized work environment.

Adaptability

– Easily adapts to changes in the workplace, requirements, schedule, and priorities; able to deal with frequent change, delays, or unexpected events. Manages competing demands. Changes approach or method to best fit the situation.

Communication

– Listens and gets clarification; responds well to questions; speaks clearly and persuasively in positive or negative situations. Writes clearly and informatively. Able to read and interpret written information.

Presentations

– Provides quality, clear and effective presentations.

Teamwork

– Balances team and individual responsibilities; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed; shares expertise with others.

Interpersonal Skills

– Works well with others, respects others and has the respect of others. Maintains confidentiality; listens to others without interrupting; remains open to others' ideas and tries new things. Interacts professionally with others and respects authority.

Ethics

– Treats people with respect; inspires the trust of others; works with integrity and ethically upholds agency values.

Safety and Security

– Practices safe work habits and encourages others to do the same. Identifies ways to improve the safety of the work environment. Observes and practices safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions. Uses equipment and materials properly.

An Equal Employment Opportunity Employer M/F/B/D/V