Family Advocate ERSEA Specialist

This institution is an equal opportunity provider

Family Advocate Application and Eligibility Specialist

Cheyenne, Wy

Job Description

Job Summary:

This role supports the Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) process at the site level. Responsible for timely and accurate follow-up with families who submit applications, both in person and online. Conducts application interviews, assists families in identifying the simplest available documentation to verify age, income, and other eligibility criteria, and collaborates with Eligibility Specialists during the review and verification process. Works closely with other Family Advocates, Center staff, and program personnel to ensure applications are processed efficiently, and enrollment paperwork is completed promptly. This position does not maintain a family caseload.

Duties/Responsibilities:

All duties will comply with Head Start/Early Head Start standards, DFS licensing, NAEYC guidelines, Wyoming Division of Disabilities regulations, and WCFD policies. All employees will adhere to the mission, vision, values, policies, and procedures of WCFD.

• Serves as the primary point of contact for families during the application and eligibility process, ensuring courteous and timely communication.

• Conducts application interviews with families to gather required information and help determine eligibility for Head Start and Early Head Start.

• Helps families identify the simplest acceptable documentation to verify age, income, and other eligibility requirements.

• Reviews applications for completeness and accuracy, collaborating with the Eligibility Specialist to verify and determine eligibility.

• Facilitates the acceptance and enrollment process, including scheduling annual paperwork and enrollment appointments.

• Enter and maintain accurate, current family and eligibility data in ChildPlus, ensuring completeness and confidentiality.

• Works collaboratively with Family Advocates, Teachers, and Center staff to ensure a coordinated approach to family services and enrollment.

• Ensure timely follow-up on pending applications and maintain organized tracking systems.

• Participates in family engagement activities such as orientations, family committee meetings, and family events, as assigned.

• Assists with community outreach efforts to promote awareness of Head Start and Early Head Start programs.

• Recruit children for the program in compliance with guidelines set by the Department of Health and Human Services and Wyoming Child and Family Development, Inc.

• Foster positive parent-child relationships and facilitate connections to peers and the community.

• Understand the impact of trauma on participants, supporting their health, healing, resilience, and well-being.

• Establish and maintain secure child and family records in ChildPlus, ensuring all data is accurate and complete.

• Keep data current in ChildPlus, including notes regarding contact, enrollment paperwork, etc.

• Organize and facilitate family engagement activities, family committee meetings, and training with input from families.

• Support parent participation in Family Committee, Policy Council, and other leadership or advocacy efforts on behalf of children and Head Start.

• Encourage family and community member participation in children’s education through volunteering and engagement.

• Informs other staff members of health and/or social service needs for the child or family.

• Assists with monthly screenings at the center and within the community, as needed.

• Works to ensure family engagement is present and active in all areas of the program and is central to their approach of partnering with children and families.

• Ensure the ability to perform job functions safely, with or without reasonable accommodations.

• Attends all required training sessions and meetings.

• Perform other duties as assigned by the Board or its designee.

Required Skills/Abilities:

• Must be a team player and work collaboratively to ensure smooth and timely processes.

• Must be able to interpret and explain Head Start and Early Head Start eligibility requirements in a supportive, family-centered manner.

• Must maintain confidentiality and adhere to all agency policies and federal regulations.

• Must be able to work well with children (ages 0 through 5 years of age), including those with special needs, and their families.

• Proficient in engaging a diverse range of families, fathers, partners, grandparents, and any significant figures in a child’s education.

• Ability to identify and understand the needs of others, including children and families.

• Skilled in interacting with and engaging both children and adults in a positive manner.

• Knowledgeable about community resources and services, or able to acquire this knowledge, to provide families with relevant information and referrals to address their needs and challenges.

• Excellent interpersonal skills and the ability to work effectively with families, staff, and the community.

• Strong stress management skills and the ability to handle challenging situations effectively.

• Flexible and adaptable, with the ability to adjust to changing daily routines and priorities as needed.

• Strong organizational skills and attention to detail.

• Proficient in stress management and maintaining a calm, organized approach in a fast-paced environment.

• Bilingual (English/Spanish) preferred.

Education and Experience:

• Prefer an Associates or Baccalaureate in social work, human services, family services, counseling, or related field.

• Experience with Head Start/Early Head Start eligibility, application, or enrollment preferred.

• Staff must have within 18 months of hire, at a minimum, a credential or certification in social work, human services, family services, counseling or a related field.  An equivalent certification is provided by WCFD.

• WCFD will only accept college degrees from accredited institutions recognized by the U.S. Department of Education.

• Must attain additional training or certifications, which may be required by Wyoming Child and Family Development, Inc.

Physical Requirements:

Reasonable accommodation can be made for a person with disabilities. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Ability to read technical materials for extended periods of time.

• Ability to sit, stand, or walk for long periods without fatigue or discomfort.

• Must be able to travel to various sites, meetings, and training sessions, both in-state and out-of-state.

• Must be willing to drive safely in a variety of weather conditions.

• Capable of hearing and processing both in-person and telephone conversations.

• Must be able to work in a variety of temperatures, including hot and cold weather.

• Ability to work in air-conditioned buildings and under fluorescent lighting.

• Must be able to climb stairs, stoop, kneel, crouch and/or reach, to retrieve materials and supplies from ground level to a height of at least 5 ft.

• Ability to lift and carry up to 50 pounds.

• Must be able to assist children in emergency situations and provide first aid when needed.