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

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.

Other duties as assigned by Manager.

KNOWLEDGE AND SKILLS:

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

EDUCATION AND EXPERIENCE:

1. High School Diploma required. 
2. Experience with EFSM preferred.
3. Previous SR/VPK payment processing preferred.
4. Experience with SR/VPK rules/guidelines and plus.

ENVIRONMENTAL CONDITIONS:

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