Subsidy Waiting List Supervisor

Kids for the Future; Charlotte (NC); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Kids for the Future is seeking a Child Care Subsidy Waiting List Supervisor to administer and oversee the waiting list, ensuring equitable and compliant operations across state and local policies. This role leads a team, coordinates enrollment opportunities, and maintains accurate data and reporting.

The position requires a 4-year degree, 5+ years in related fields, and strong data management, policy interpretation, and leadership capabilities to support funding priorities and staff development

Qualifications

• Bachelor’s degree in Public Administration, Social Work, Business Administration, Human Services, or related field.
• Five or more years of experience in child care subsidy, public assistance, or human services administration.
• Experience interpreting complex federal and state regulations.
• Experience using eligibility or case management systems.
• Advanced proficiency with Microsoft Excel and data reporting tools.

Responsibilities

• Supervise Subsidy Clerks and evaluate performance.
• Establish performance expectations and monitor productivity, quality, and timeliness of work.
• Conduct regular staff meetings, case reviews, and individual coaching sessions.
• Identify training needs and coordinate professional development.
• Assist in recruitment, interviewing, onboarding, and performance management.
• Promote a collaborative, customer-focused, and accountable work environment.
• Oversee the daily operation of the child care subsidy waiting list.
• Ensure families are added, maintained, and selected from the waiting list in accordance with state policy and local priorities.
• Monitor the integrity and accuracy of waiting list data.

Skills

Leadership

Data analysis

Policy interpretation

Written and verbal communication

Staff development

Education

Bachelor’s degree in Public Administration, Social Work, Business Administration, Human Services, or related field

Tools

Microsoft Excel

Data reporting tools

Job description

• Employee Type FT Exempt
• Required Degree 4 Year Degree
• Manage Others Yes

Description

The Child Care Subsidy Waiting List Supervisor is responsible for the administration, and oversight of the Child Care Subsidy Waiting List. This position ensures the efficient and equitable management of the waiting list in accordance with federal, state, county, and agency policies. The supervisor oversees staff responsible for maintaining the waiting list, screening families, coordinating enrollment opportunities, monitoring funding availability, and maintaining accurate data and reporting.

This position serves as the department's subject matter expert on waiting list operations and works closely with department leadership to align waiting list activities with available funding, policy requirements, and strategic priorities.

Minimum Qualifications & Requirements - Reasonable accommodation may be made for individuals with disabilities to perform the essential functions.

Performance requirements include effective communication, compliance with CCRI policies, maintenance of confidentiality, and support of the agency’s mission to serve children and families.

• Bachelor’s degree in Public Administration, Social Work, Business Administration, Human Services, or a related field.
• Five or more years of progressively responsible experience in child care subsidy, public assistance, or human services administration.
• Experience interpreting complex federal and state regulations.
• Experience using eligibility or case management systems.
• Advanced proficiency with Microsoft Excel and data reporting tools .

Knowledge, Skills and Abilities

• North Carolina Child Care Subsidy Program policies.
• Federal Child Care and Development Fund (CCDF) regulations.
• Fiscal monitoring and expenditure tracking.
• Performance management principles.
• Data analysis and reporting.
• Leadership and staff development.
• Critical thinking, conflict resolution and problem solving.
• Policy interpretation.
• Data analysis and forecasting.
• Project management.
• Written and verbal communication.
• Organization and time management.
• Lead multiple priorities in a fast-paced environment.
• Make sound decisions using policy and data.
• Analyze complex information and recommend solutions.
• Communicate effectively with staff, families, providers, and government partners.
• Maintain confidentiality.
• Build collaborative working relationships.
• Adapt to changing regulations and priorities.

Supervisory Responsibilities

Directly supervises Subsidy Clerks. Responsible for hiring recommendations, performance evaluations, coaching, disciplinary actions, workload distribution, and staff development in accordance with agency policies.

Essential Functions

All positions operating on a hybrid schedule require a minimum of three (3) days per week of onsite presence at CCRI. Consistent adherence to the schedule is an essential function of each role, as it facilitates the efficient execution of key job duties and team collaboration.

• Supervise, coach, and evaluate Subsidy Clerks.
• Establish performance expectations and monitor productivity, quality, and timeliness of work.
• Conduct regular staff meetings, case reviews, and individual coaching sessions.
• Identify training needs and coordinate professional development.
• Assist in recruitment, interviewing, onboarding, and performance management.
• Promote a collaborative, customer-focused, and accountable work environment.

WAITING LIST ADMINISTRATION

• Oversee the daily operation of the child care subsidy waiting list.
• Ensure families are added, maintained, and selected from the waiting list in accordance with state policy and local priorities.
• Monitor the integrity and accuracy of waiting list data.
• Develop procedures that ensure consistent processing across all staff.
• Resolve complex waiting list issues and customer complaints.
• Ensure required notices and communications are issued timely.
• Monitor timeliness standards for processing applications and enrollment opportunities.

ENROLLMENT MANAGEMENT

• Monitor available subsidy funding in coordination with the Director.
• Recommend the number of families to be released from the waiting list based on available funding and projected expenditures.
• Track enrollment activity to ensure expenditures remain within authorized allocations.
• Analyze waiting list trends and enrollment patterns to support funding decisions.
• Assist leadership in developing expenditure projections related to waiting list enrollment.
• Monitor utilization of allocated funds and identify opportunities to maximize service delivery.

POLICY AND COMPLIANCE

• Ensure compliance with federal, state, county, and agency policies governing child care subsidy.
• Interpret waiting list policies and provide guidance to staff.
• Implement new state policies, procedures, and system changes.
• Conduct quality assurance reviews to ensure consistent policy application.
• Identify compliance concerns and implement corrective action plans.
• Participate in internal and external monitoring activities and audits.

DATA MANAGEMENT AND REPORTING

• Monitor waiting list statistics
• Provide data to Department Director that will be used to produce routine and ad hoc reports that will be shared with agency leadership, county partners, and state agencies.
• Analyze waiting list demographics, enrollment trends, and processing timelines.
• Monitor data quality and ensure accurate system documentation.
• Utilize reporting tools to support strategic planning and operational improvements.

CUSTOMER SERVICE

• Ensure families receive accurate, timely, and professional assistance.
• Respond to escalated customer concerns.
• Develop customer communication standards for the waiting list unit.
• Coordinate outreach efforts when families are selected from the waiting list.
• Promote equitable access to child care subsidy services.

INTERAGENCY COLLABORATION

• Collaborate with eligibility, reimbursement, provider services, fiscal staff, and department leadership.
• Coordinate with county representatives and the Division of Child Development and Early Education (DCDEE) regarding waiting list requirements.
• Participate in planning meetings and workgroups.
• Build positive working relationships with community partners and stakeholders.

CONTINUOUS QUALITY IMPROVEMENT

• Evaluate waiting list processes and recommend operational improvements.
• Develop performance metrics for the unit.
• Identify automation opportunities to improve efficiency.
• Assist with implementation of new technology and system enhancements.
• Participate in strategic planning initiatives.

OTHER DUTIES

• Attend required meetings, conferences, and training.
• Maintain confidentiality of client and agency information.
• Perform other duties as assigned to support departmental and agency goals.