SANTA CLARA COUNTY OFFICE OF EDUCATION
Personnel Commission

CLASS SERIES TITLES:

Eligibility Enrollment Specialist I/II
Eligibility Enrollment Specialist I/II - Restricted

DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES
To provide technical, clerical, and record-keeping duties relating to the eligibility of families and the enrollment of children in the child services programs administered by the County Office of Education; to obtain, evaluate, and verify occupational, financial, educational, and health status information of families seeking services for their children; to determine the eligibility of families to receive child services; to refer families and children to other program services and public agencies; and to maintain records pertaining to eligibility, enrollment, and attendance.

ALTERNATE CLASS SERIES SPECIFICATIONS
The Eligibility Enrollment Specialist I and the Eligibility Enrollment Specialist II serve as an alternate class series. Incumbents may be employed in either level depending on their qualifications. Incumbents initially employed in the trainee classification may reasonably expect to be reassigned to the journey level classification upon the recommendation of the appointing authority and passage of the qualifying Eligibility Enrollment Specialist II examination. In general, it is expected Eligibility Enrollment Specialist I incumbents will be trained and prepared for the examination and reassignment to Eligibility Enrollment Specialist II within a two-year period.

DISTINGUISHING CHARACTERISTICS
The Eligibility Enrollment Specialist I (EESI) is the entry/trainee level of the Eligibility Enrollment alternate class series. Incumbents in this classification receive training and learn the methods, regulations, and procedures associated with determining eligibility and maintaining enrollment and attendance records. Incumbents receive direct supervision and are assigned a limited caseload that grows in size and complexity as the training progresses.

The Eligibility Enrollment Specialist II (EESII) is the journey level of the Eligibility Enrollment alternate class series. Incumbents in this classification possess knowledge of the methods, regulations, and procedures associated with determining eligibility and maintaining enrollment and attendance records. Incumbents receive general to limited supervision and are assigned a full caseload requiring the ability to interpret program regulations using tact, and good judgment.

TYPICAL DUTIES May include, but are not limited to, the following:

• Interviews families applying for or receiving services to obtain occupational, financial, educational, and health status information regarding eligibility factors, recording pertinent information; makes home visits as needed
• Receives, reviews, evaluates, and verifies information submitted from families; contacts appropriate information sources to determine program eligibility; determines if families are eligible or continue to be eligible for program services based on established federal and/or state regulations and guidelines
• Processes applications and enters information into the automated eligibility and enrollment system
• Explains, interprets, and clarifies program regulations and guidelines, agency resources, procedures, rights, and responsibilities; contacts families regarding attendance, application and enrollment status, discrepancies, and incomplete information; returns applications as needed
• Refers families to other services or appropriate agencies for specialized services or counseling; responds to child referrals from other agencies
• Prepares and distributes enrollment packets, class lists, lunch eligibility forms, meal counts and other related documents as needed
• Processes termination records upon the withdrawal of children or the determination of a family's ineligibility to receive program services
• Coordinates matters relating to eligibility interviews, program waiting lists, enrollment documentation, and the child classroom transfer process
• Inputs attendance, eligibility, and enrollment information using a microcomputer; operates other office equipment in the course of assigned duties; maintains eligibility, enrollment, and attendance records using both computerized and manual record-keeping systems
• Responds to and prepares a variety of correspondence and reports relating to child program assistance participants, meal counts, program performance, attendance, eligibility, and enrollment status
• Notifies school districts and various agencies regarding recruitment and children's eligibility and enrollment
• Performs other duties as assigned.

EMPLOYMENT STANDARDS
NOTE: Some of the employment standards apply only to the journey level classification of Eligibility Enrollment Specialist II.

Possession of:

• A class C California Drivers License with a driving record that meets the insurance requirements of the County Office of Education.

Knowledge of:

• Proper public contact skills and tactful telephone techniques
• Methods and techniques of interviewing
• Office procedures and practices, including the operation of standard office equipment, microcomputers and office software application programs
• Basic record-keeping principles and practices
• Principles of eligibility termination
• Correct English usage, spelling, grammar, vocabulary, and punctuation
• Goals and functions of child assistance programs and/or public assistance services and agencies and their State and Federal regulations and guidelines (EESII)
• Problems and issues relating to casework services (EESII)

Ability to:

• Interview effectively and obtain occupational, financial, educational, and health-status information
• Establish, prepare, and maintain reports and systematic records related to assigned functions
• Perform accurate mathematical calculations
• Understand and follow oral and written instructions of a routine to complex nature
• Organize assignments to ensure accurate records and documents are completed and updated within required timelines
• Communicate effectively, orally and in writing, with individuals of diverse backgrounds and cultures
• Learn or demonstrate proper assessment procedures associated with family relationships and situations (EESII)
• Learn or demonstrate the skills necessary to accurately obtain, evaluate, and verify information to determine initial or continued eligibility for child or public assistance programs (EESII)
• Learn or demonstrate the skills necessary to interpret State and Federal regulations and guidelines (EESII)
• Learn or demonstrate proper assessment procedures associated with family relationships and situations (EESII)

May require:

• Bilingual and/or biliterate skills in another language other than English as designated by the County Office of Education.

EDUCATION AND EXPERIENCE:
Eligibility Enrollment Specialist I: Education equivalent to a high school diploma supplemented by clerical and office occupational training and experience with the public service agencies or any combination of education and experience necessary to demonstrate the required knowledge and abilities to successfully perform the typical duties listed above.

Eligibility Enrollment Specialist II: Completed training and progressive experience as an Eligibility Technician with the County Office of Education or two years of experience performing eligibility involving public contact, interviewing, and record-keeping for a child or public assistance program for a county, state, or government agency, preferably in an educational or student service program environment.

Bargaining Unit: Office, Technician and Business Services (OTBS) Unit
Personnel Commission Approval: July 22, 1998
Revised: May 22, 2003 (Add Restricted Class)