Subsidy Support Specialist Advanced

YMC; San Diego (CA); Hybrid; USD 32,000 - 37,000; Full time

Job summary

YMCA is hiring a Subsidy Support Specialist Advanced to assist with screening, enrollment, and data management for family and provider programs. This role supports multiple teams, ensures accurate documentation, and delivers high-quality customer service in a busy environment.

You will work in person at the North Park office with potential hybrid arrangements as business needs require, following Title 5 and CRS policies.

Qualifications

• Associate's degree or two years' related experience required.
• Minimum of three years in administrative settings, data entry, or community-based organizations.
• Experience in high-volume environments and coordinating with clients and providers.

Responsibilities

• Assist families and providers at appointments, orientations, and walk-ins.
• Enroll families/providers into internal and external services and programs.
• Maintain program data, prepare reports, and ensure data accuracy.
• Provide front desk support and first-contact customer service.
• Support facility operations and respond to routine tasks as needed.
• Train providers on communication portals and ensure regulatory compliance.

Skills

Customer service

Data entry

Microsoft Office

Active listening

Communication

Education

Associate's degree or 2 years' related experience

Tools

Microsoft Office

Microsoft Teams

Job description

Overview

The Subsidy Support Specialist Advanced plays a key role in supporting the Family Advocate and/or Provider Support Services departments. This position assists with conducting initial orientations to determine eligibility, assessing family and provider needs, and identifying the appropriate level of support required. The Subsidy Support Specialist Advanced will review and screen documentation submitted by parents and/or providers to determine eligibility for certification and payment authorization. This position is responsible for ensuring that all required information is accurate, complete, and in compliance with relevant regulations and guidelines. All responsibilities are carried out in compliance with California Department of Education Title 5 regulations, County childcare guidelines, and Childcare Resource Service (CRS) policies.

SCHEDULE:

• This position is Monday - Friday, 8:00AM - 5:00PM

WORK DESIGNATION:

• In-Person at our North Park office
  • Please note that the work designation may change based on business needs.

Responsibilities

• Assist families and providers attending appointments, orientations, and walk-ins
• Facilitate and manage the enrollment of families and/or providers into various internal and external services and programs offered
• Provide administrative support to fulfill requests that require a high level of coordination, attention to detail, and cultural sensitivity
• Maintain database and tracking information for program statistics, preparation of program reports, and tracking of client/provider data
• Assist in updating and formatting program forms and routing documentation for families enrolled in the program
• Assist in providing direct services to program clients and providers to fulfill the Funding Terms and Conditions and relevant guidelines
• Professionally and efficiently provide high-quality customer service to both internal and external customers through various communication channels; Welcome clients professionally, serving as the first point of contact and delivering excellent customer service; Handle front desk responsibilities, including responding to inquiries, managing appointments, and directing clients to the appropriate resources or staff
• Assist in managing day-to-day operations and maintenance of the facility, serving as an additional point of contact for any facility-related tasks as needed
• Receive, compile, enter, analyze, and monitor agency and program-level data to ensure accuracy and completeness for paperwork processing within specified time frames
• Provide training and support to providers using a wide range of communication portals

TRAVEL REQUIREMENTS:

• Must have access to reliable transportation to travel throughout San Diego County

Qualifications

• Associate's degree or two (2) years' equivalent related experience required AND,
• A minimum of three (3) years of experience in any of the following or a combination thereof:
  • Working in an administrative setting
  • Performing data entry and/or data validation tasks
  • Working in a community-based organization serving children, youth, families and/or adults
  • Working in a high-volume environment

JOB COMPETENCIES:

• Intermediate computer skills, including Microsoft Office and Teams
• Strong customer service skills, demonstrating sensitivity to diverse populations and cultural competency, while maintaining a commitment to excellence
• Proficiency in conflict de-escalation and resolution, active listening, and effective communication
• Exceptional organizational and prioritization abilities
• Auditory ability to engage in extensive telephone and direct communication
• Ability to perform repetitive updates to physical and computer files with proper documentation
• Adaptability in absorbing and implementing new department policies, effectively communicating them to work partners
• Capability to communicate policies and procedures effectively to providers, clients, and community partners
• Strong interpersonal, written, and verbal communication skills
• Ability to smoothly adapt to changes in priorities, regulations, procedures
• Comfortable with a hybrid work model, capable of efficiently managing both office and remote work responsibilities on specified days
• Flexibility to transition between different work environments as needed, including the potential for full-time office-based work at any time

PRE-HIRE CONTINGENCIES:

• Licensing, state law and our funders require that applicants of critical positions within Community Support Services be fingerprinted, prior to reporting to work, and include subsequent arrest notifications
• CPR/AED, and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire, and must be from one of the following certifying organizations: American Red Cross, American Heart Association, or American Safety and Health Institute
• Position will require additional clearances in order to comply with all program, licensing, state law, and funding requirements:
  • Exclusion and Debarment checks prior to first day and monthly thereafter

YMCA will consider qualified applicants with a criminal history pursuant to the San Diego County Fair Chance Ordinance and the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the YMCA is concerned about conviction that is directly related to the job, you will be given the opportunity to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Ordinance by visiting the San Diego CountyOffice of Labor Standards and Enforcement.

Pay Range

USD $23.00 - USD $27.17 /Hr.