CCDF Intake Clerk

DescriptionJob Identification

Position Title

CCDF Intake Clerk

Status

Non-Exempt

Location

CCDF Office

Department

CCDF

Reports to

CCDF Program Director

Work Schedule

Full-Time

Safety Sensitive

Yes*

Driver’s License Required

Yes

Position Summary

The CCDF Intake Clerk serves as the initial point of contact for families applying for child care assistance through the Child Care and Development Fund (CCDF) Program. This position is responsible for providing customer service to applicants, reviewing and processing applications, verifying eligibility documentation, maintaining confidential records, and entering data into program databases. The CCDF Intake Clerk supports the program's mission of strengthening families, promoting self-sufficiency, and ensuring access to safe, quality child care services for eligible tribal children and families while maintaining compliance with Tribal policies and federal CCDF regulations.

Essential Job Functions

• Greet applicants and provide professional, courteous, and culturally sensitive customer service to families seeking CCDF services.
• Explain program eligibility requirements, required documentation, application procedures, and recertification processes.
• Distribute, receive, review, and process CCDF applications and supporting documentation to ensure completeness and accuracy prior to eligibility determination.
• Enter and maintain accurate applicant, household, and case information in the CCDF Child Care Assistance database, Excel spreadsheets, and other required systems.
• Maintain organized and confidential client records in compliance with Tribal policies, federal regulations, and privacy standards.
• Schedule applicant appointments and eligibility interviews as needed.
• Monitor application status and conduct follow-up activities for incomplete applications, missing documentation, and upcoming eligibility renewals.
• Prepare reports, logs, correspondence, and other program documentation as requested by the Program Director.
• Coordinate with Tribal Enrollment, Employment and Training, and other tribal departments to verify eligibility information and facilitate supportive services for applicants.
• Answer and respond to incoming telephone calls, emails, and general inquiries regarding CCDF services.
• Assist with community outreach, program promotion, educational activities, and special events to increase awareness of CCDF services.
• Maintain working knowledge of CCDF regulations, program policies, and updates issued by the Administration for Children and Families (ACF).
• Comply with all Quapaw Nation Personnel Policies and Procedures.

Non-essential Job Functions

• Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives.
• Perform other duties as assigned.

QualificationsJob Specifications

Knowledge, Skills, and Abilities

• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong organizational, recordkeeping, and data entry skills with a high level of accuracy and attention to detail.
• Strong mathematical and analytical skills, including the ability to calculate family copayments, evaluate income information, and assist with eligibility determinations.
• Knowledge of or ability to learn and apply CCDF program requirements, eligibility guidelines, and applicable regulations.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with individuals from diverse social, cultural, and economic backgrounds.
• Ability to exercise sound judgment, analyze situations, and take appropriate action.
• Ability to handle sensitive or controversial situations with professionalism, tact, and discretion.
• Ability to demonstrate integrity, honesty, fairness, and a strong commitment to customer service.
• Ability to maintain confidentiality and safeguard sensitive personal information.
• Must successfully pass a tribal background investigation and drug screening.
• Must possess a valid driver's license and qualify under the Quapaw Nation Motor Vehicle Policy.

Experience

At least 1 year of clerical, administrative or customer service experience is required.

Education

• High school diploma or equivalent is required.
• Associate degree in Business, Human Services, or a related field preferred.
• Equivalent combination of education and experience may be considered.

Physical Abilities

• Ability to sit or stand for extended periods while performing computer-based work and tasks requiring reaching above shoulder level.
• Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 50 pounds.
• Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.

Working Conditions

• Work is performed primarily in an office environment.
• Must maintain professionalism, confidentiality, and cultural sensitivity while interacting with applicants, families, coworkers, and community partners.
• May be required to participate in indoor and outdoor activities in varying weather conditions.
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