Subsidy Waiting List Supervisor
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Key skills for this role
Key Skills for This Role
Full Job Posting
Knowledge, Skills and Abilities
- North Carolina Child Care Subsidy Program policies.
- Federal Child Care and Development Fund (CCDF) regulations.
- Waiting list management practices.
- Fiscal monitoring and expenditure tracking.
- Performance management principles.
- Human services program administration.
- Data analysis and reporting.
- Leadership and staff development.
- Critical thinking, conflict resolution and problem solving.
- Policy interpretation.
- Data analysis and forecasting.
- Project management.
- Written and verbal communication.
- Customer service.
- Organization and time management.
- Lead multiple priorities in a fast-paced environment.
- Make sound decisions using policy and data.
- Analyze complex information and recommend solutions.
- Communicate effectively with staff, families, providers, and government partners.
- Maintain confidentiality.
- Build collaborative working relationships.
- Adapt to changing regulations and priorities.
Supervisory Responsibilities
- Directly supervises Subsidy Clerks. Responsible for hiring recommendations, performance evaluations, coaching, disciplinary actions, workload distribution, and staff development in accordance with agency policies.
Essential Functions
All positions operating on a hybrid schedule require a minimum of three (3) days per week of onsite presence at CCRI. Consistent adherence to the schedule is an essential function of each role, as it facilitates the efficient execution of key job duties and team collaboration.
Supervise, coach, and evaluate Subsidy Clerks.
Establish performance expectations and monitor productivity, quality, and timeliness of work.
Conduct regular staff meetings, case reviews, and individual coaching sessions.
Identify training needs and coordinate professional development.
Assist in recruitment, interviewing, onboarding, and performance management.
Promote a collaborative, customer-focused, and accountable work environment.
WAITING LIST ADMINISTRATION
Oversee the daily operation of the child care subsidy waiting list.
Ensure families are added, maintained, and selected from the waiting list in accordance with state policy and local priorities.
Monitor the integrity and accuracy of waiting list data.
Develop procedures that ensure consistent processing across all staff.
Resolve complex waiting list issues and customer complaints.
Ensure required notices and communications are issued timely.
Monitor timeliness standards for processing applications and enrollment opportunities.
ENROLLMENT MANAGEMENT
Monitor available subsidy funding in coordination with the Director.
Recommend the number of families to be released from the waiting list based on available funding and projected expenditures.
Track enrollment activity to ensure expenditures remain within authorized allocations.
Analyze waiting list trends and enrollment patterns to support funding decisions.
Assist leadership in developing expenditure projections related to waiting list enrollment.
Monitor utilization of allocated funds and identify opportunities to maximize service delivery.
POLICY AND COMPLIANCE
Ensure compliance with federal, state, county, and agency policies governing child care subsidy.
Interpret waiting list policies and provide guidance to staff.
Implement new state policies, procedures, and system changes.
Conduct quality assurance reviews to ensure consistent policy application.
Identify compliance concerns and implement corrective action plans.
Participate in internal and external monitoring activities and audits.
DATA MANAGEMENT AND REPORTING
Monitor waiting list statistics
Provide data to Department Director that will be used to produce routine and ad hoc reports that will be shared with agency leadership, county partners, and state agencies.
Analyze waiting list demographics, enrollment trends, and processing timelines.
Monitor data quality and ensure accurate system documentation.
Utilize reporting tools to support strategic planning and operational improvements.
CUSTOMER SERVICE
Ensure families receive accurate, timely, and professional assistance.
Respond to escalated customer concerns.
Develop customer communication standards for the waiting list unit.
Coordinate outreach efforts when families are selected from the waiting list.
Promote equitable access to child care subsidy services.
INTERAGENCY COLLABORATION
Collaborate with eligibility, reimbursement, provider services, fiscal staff, and department leadership.
Coordinate with county representatives and the Division of Child Development and Early Education (DCDEE) regarding waiting list requirements.
Participate in planning meetings and workgroups.
Build positive working relationships with community partners and stakeholders.
CONTINUOUS QUALITY IMPROVEMENT
Evaluate waiting list processes and recommend operational improvements.
Develop performance metrics for the unit.
Identify automation opportunities to improve efficiency.
Assist with implementation of new technology and system enhancements.
Participate in strategic planning initiatives.
OTHER DUTIES
- Attend required meetings, conferences, and training.
- Maintain confidentiality of client and agency information.
- Perform other duties as assigned to support departmental and agency goals.
About North Carolina Partnership for Children
North Carolina nonprofit coordinating early childhood care, education, family support, literacy, and health services for children ages 0–5.
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