System Specialist

Early Learning Coalition of Duval, Inc.; Jacksonville (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Early Learning Coalition of Duval, Inc. is seeking a Systems Specialist in the Finance and Administration team to handle provider payments, attendance records and VPK enrollment data.

The role processes reimbursements, maintains provider profiles in the payment system, and supports staff and providers with technical guidance, ensuring accuracy and timely reporting.

Applicants should have a high school diploma, IT literacy and strong customer service, with preference for EFSM and SR/VPK experience.

Qualifications

• High School Diploma required.
• Experience with EFSM preferred.
• Previous SR/VPK payment processing preferred.
• Experience with SR/VPK rules/guidelines and plus.

Responsibilities

• Enters and updates provider information into the payment system according to funding and state guidelines.
• Processes Reimbursement For Providers For All Funding Sources; receives, reviews, and enters attendance forms, prepares adjustments, and ensures monthly reimbursement.
• Prepares reports including EFS termination and period-specific documentation; ensures VPK enrollment limits and transfers are correctly handled.
• Maintains eligibilities/enrollments for programs (e.g., Teen Parent Program) and identifies system issues for resolution.
• Serves as a customer service role model to providers and Coalition staff, demonstrating effective communication and problem solving.

Skills

Attention to detail

Communication skills

Customer service

Teamwork

Problem solving

EFSM experience

Computer literacy

Education

High School Diploma

Tools

EFSM

Office software

Job description

Description

EARLY LEARNING COALITION OF DUVAL

Job Description

Position Title: SYSTEMS SPECIALIST

Classification: Non-Exempt

Dept./Program: Finance and Administration

Reports to: Reimbursement & IT Manager

Last updated: August 2023

Must live in Duval county, FL or surrounding areas

General Description

This is a professional position that reviews/processes attendance sheets, provider profile and VPK class enrollee information into the payment system for the generation of provider payments.

Essential Job Functions

The System Specialist enters/updates provider payment profile and VPK enrollment information into the payment system, reviews/enters child attendance, processes monthly reimbursement, prepares necessary reports and generates child care provider payments. This position serves as a customer service role model to all providers. The position requires excellent organizational skills and advanced computer literacy in a windows environment.

Specific Job Duties

Enters and updates provider information into the payment system according to funding and state guidelines:

• Receives, reviews, updates and enters provider profile information into the payment system.
• Possesses and applies knowledge, skills and abilities relevant to the job; understand and applies established Coalition and OEL policies and procedures.

Processes Reimbursement For Providers For All Funding Sources

• Receives attendance forms from providers.
• Reviews submitted information from attendance forms in the system.
• Prepares and enters the necessary adjustments in the system.
• Reviews a sample of attendance sign in/out and VPK short/long forms.
• Completes the monthly reimbursement process on schedule.
• Provides technical assistance and instruction to providers and other Coalition staff on provider and payment information.

Prepares Reports

• Prepares EFS termination for the reporting period.
• Prepares termination documents to support reporting period.
• Review the necessary reports to ensure a VPK child enrollment does not exceed 540 (fall program) or 300 (summer program) hours in a program type.
• Reviews the necessary documents to ensure a VPK child can transfer providers, enroll from program type to program type and calculate their hours/remaining hours if applicable.

Manages and maintains eligibilities/enrollments in the payment system.

• Enters and maintains the eligibilities and enrollments for the Teen Parent Program (TAPP).
• Identifies provider/clients system issues and initiates the appropriate action to correct.
• Completes tracking forms and any other data tracking, as required.

Serves as a customer service role model to ensure a positive relationship with all employees and customers.

• Uses appropriate telephone techniques on a consistent basis.
• Takes the time to listen and find out the customer’s needs.
• Takes time to help the customer solve the problem.
• Is responsive to the customer’s needs.
• Responds appropriately and effectively to the diversity of co-workers, customers and stakeholders.

Assists Manager with Special Projects, as requested.

Knowledge And Skills

Other duties as assigned by Manager.

• Strong attention to detail and organization
• Ability to handle multiple projects and priorities in a professional manner
• Excellent oral and written communication skills
• Ability to interact with all levels of personnel and child care providers
• Self-starter and proactive approach in resolving problems and issues
• Demonstrated exemplary customer service, networking and interpersonal skills
• Experience and proficiency as a team player
• Proficiency on computer hardware and software programs used by ELC of Duval

Education And Experience

• High School Diploma required.
• Experience with EFSM preferred.
• Previous SR/VPK payment processing preferred.
• Experience with SR/VPK rules/guidelines and plus.

Environmental Conditions

• Primarily works in an office setting, able to sit for extended time.
• Some bending and stooping.
• Able to lift 30 lbs.