Child and Youth Program Operations Clerk, NF-0303-02

(Child and Youth Program Operations Clerk)

PD# CYP 13-37

Introduction

The purpose of the Child and Youth Program (CYP) Operations

Clerk is to serve as a contact point for information and perform clerical and administrative tasks in support of the CYP, which includes Child Development Centers (CDCs), Child Development Homes (CDH), School Age Care (SAC) programs, Youth Programs

(YP), Resource and Referral (R&R) Program, and the US Department of Agriculture (USDA) Food Program.

Major Duties and Responsibilities

The CYP Operations Clerk performs a combination of duties related to one or more components of the CYP. Duties are related to record keeping and reporting, liaison with families and programs, and collection and monitoring of fees and supplies. 

These tasks are summarized below.

Record Keeping and Reporting

Prepares and maintains assigned reports, correspondence, and statistical and financial data pertaining to components within the CYP (e.g., CDC, CDH, SAC, YP, R&R, USDA).

Ensures child registration and enrollment paperwork is complete and current.

Ensures that all USDA food program records are accurate, up-todate and readily available.

Reviews and submits completed paperwork for background checks.

Maintains office files and records.

Provides required information to requesting agencies that include but are not limited to Family Advocacy, Naval Investigative Services, Environment, Safety and Fire personnel, and USDA.

Prepares necessary daily, weekly and monthly reports in compliance with reporting policies and procedures and ensures they are submitted in a timely manner.

Conducts research of records and follows up in order to resolve discrepancies and problems.  

Notifies supervisor of any discrepancies and informs supervisor of any issues/ problems that cannot be resolved.  

Liaison with Families and Programs

Provides front desk coverage, logs children in and out of the facility, and informs and answers questions regarding programs and services, patron financial obligations, waiting lists, events, and policies and procedures.

Assists with dissemination of information to CDH providers regarding training schedules, certification process, application status, and USDA reporting requirements.

Takes telephone calls and responds to inquiries, referring calls to supervisor or other personnel when appropriate.

Performs assigned resource and referral duties and assists in maintaining current waiting list.  

Fees and Supplies

Collects fees and charges and records payments in accordance with proper procedures.  Notifies supervisor of all delinquent payments.

Completes a daily activity report and ensures proper deposit of funds in accordance with established cash handling procedures.

Responsible for monitoring all supplies and resources. Notifies supervisor of items that need to be ordered.

Additional Responsibilities

Serves as a mandatory reporter to Family Advocacy and Child

Protective Services as prescribed by local policy in the case of suspected incidences of child abuse and neglect.

Performs other duties as assigned.

Classification Factors

Factor 1. Knowledge Required

Knowledge of administrative support functions.

Knowledge of general office automation software, practices and procedures in order to accomplish various work assignments.

Knowledge of military CDC, CDH, SAC, YP, R&R and the USDA Food

Programs.

Ability to maintain a computerized database.  Working knowledge of computer keyboard and Child and Youth Management System

(CYMS) or equivalent database system. 

Ability to maintain accurate reports and records and military style documents.

Ability to communicate effectively in English, both verbally and in writing.

Skill in cash handling required.

Factor 2. Supervisory Controls

Works under the general supervision of the assigned CYP

Director.  Works independently and refers deviations, problems, and unfamiliar situations to supervisor.  Work is reviewed periodically for accuracy and timeliness and to ensure compliance with instructions, policies, standards, and regulations.  Judgment is required in determining the differences in similar situations, applying the appropriate procedures, and making deviations to adapt the guidelines to specific cases.

Factor 3. Guidelines

Assignments are covered by prescribed policies, instructions, rules and regulations.  Incumbent applies judgment and initiative in devising solutions to problems through analysis of the issue/ problem and in selecting the best alternatives for solution.

Factor 4. Complexity

Work consists of moderately complex assignments requiring numerous procedural steps.  The nature of assignments may vary to a significant degree from one assignment/program to another in accordance with instructions.  Incumbent is required to prioritize the work that needs to be done with little input from supervisor.

Factor 5. Scope and Effect

The incumbent provides information regarding components of the CYP to include CDC, CDH, SAC, YP, R&R and the USDA Food Program.  

The information provided by the incumbent relates to policies, fees, procedures, waiting lists, programs and activities, and special events.  Performs clerical and administrative tasks in support of one or more of the above programs.  The work product or service affects the accuracy, reliability, or acceptance of further processes or services.

Factor 6. Personal Contacts

Contacts are with CYP personnel, both supervisory and nonsupervisory, parents, children and youth, co-workers, base civilians, providers, and military personnel.  The incumbent exercises tact, diplomacy, promptness, and good manners when interacting with and assisting patrons and visitors.

Factor 7. Purpose of Contacts

The purpose of these contacts is to obtain, supply or clarify information; respond to questions; resolve problems and deviations; set up meetings, appointments, and training sessions; and provide quality customer service. 

Factor 8. Physical Demands

Work is primarily sedentary.  The work environment involves everyday risks or discomforts such as exposure to disease that require normal safety precautions typical of child care settings.  Normal fire and safety precautions must be adhered to.

Factor 9. Work Environment

Work is conducted in an office setting.  The work area is adequately lighted, heated and ventilated.  The incumbent may be required to work an uncommon tour of duty to include evenings or weekends.

CONDITIONS OF EMPLOYMENT:

Position is subject to special inoculation and immunization requirements as a condition of employment for working with children.  Employee is required to obtain appropriate immunization against communicable diseases in accordance with recommendations from the Advisory Committee on Immunization

Practices (ACIP), which includes the influenza vaccine.

Must pass a pre-employment physical, provide evidence of immunization and be free from communicable disease.

Satisfactorily complete all background checks in accordance with

PL 101-647 to include National Agency Check with Written

Inquiries (NACI).

Must satisfactorily obtain or complete required training certificates and maintain certifications or credentials required by federal, state or National Accreditation institutions utilized as part of DOD’s Child and Youth Programs.  

PREFERRED QUALIFICATIONS OR COMPETENCIES: 

Minimum 18 years of age.

High School Diploma or equivalent AND 2 years of administrative experience.