Intake Specialist

Summary

The Intake Specialist oversees the assignment and tracking of child care assistance case workloads to ensure timely and accurate processing in line with state regulations. This role manages case flow, monitors deadlines, and ensures that families and staff receive clear and timely communication. The Specialist is responsible for processing documentation, maintaining compliance standards, and providing direct support to staff and families on case status and requirements.

Duties

Responsibilities

• Assign and balance childcare assistance case workloads to staff, ensuring compliance with state timelines.
• Track due dates for applications, annual redeterminations, Preliminary Agreements and required documentation using Sharepoint/Teams
• Prepare and send redetermination applications and reminder notices through One Call and other systems.
• Manage all incoming mail by date-stamping, scanning, logging, and recording documents accurately in WorkLife
• Ensure documentation is processed within 24 hours and assigned to the Specialist folder within 10 days of receipt to meet state requirements.
• Answer calls related to case status, pending documents, and agreement explanations.
• Utilize Cares 2.0 to manage all cases, add Cares ID to incoming mail, WorkLife for notes and calls, and EPICC for payment review, following state policies and procedures.
• Support eligibility staff with workload adjustments and compliance monitoring.
• Maintain SharePoint reports for management on workload distribution, compliance progress, and outstanding cases.

Requirements

Skills & Qualifications

• Bilingual preferred
• Strong organizational and time-management skills.
• Knowledge of subsidy program policies and compliance requirements
• Proficiency with Cares 2.0, WorkLife, and EPICC systems, or ability to learn quickly.
• Professional written and verbal communication skills for working with both staff and families.
• Attention to detail with the ability to manage multiple priorities in a deadline-driven environment.

Benefits

• 403B
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance