Enrollment & Eligibility Specialist- Oakland/Hayward

Position Summary
Join the YMCA of the East Bay and make a meaningful impact on families and children in our community! Under the supervision of the ERSEA Manager, the ERSEA Specialist manages Enrollment, Recruitment, Selection, Eligibility, and Attendance (ERSEA) for Early Childhood Initiatives (ECI). You’ll ensure compliance with Head Start/Early Head Start Performance Standards, California Department of Education funding requirements, and all applicable childcare regulations, helping us deliver high-quality, equitable programs for the families we serve. This position covers our Area 1 which includes Oakland and Hayward.

Why You’ll Love Working Here

• Medical, Dental, and Vision Insurance – Full-time employees are eligible for heavily subsidized coverage with several plan options.  


• Basic Life and AD&D Insurance, with options for Voluntary Life and AD&D coverage.  


• Flexible Spending Accounts (FSA) for health and dependent care expenses.  


• Long-Term Disability Insurance for added financial protection.  


• Employee Assistance and Wellness Programs to support mental health and work-life balance.  


• Commuter Benefits available for eligible employees.  


• 12 Designated Holidays.


• Paid Time Off for vacation and sick leave.  


• Professional Development Opportunities and ongoing training to support your career growth. 


• YMCA Membership Benefits and discounts on programs for you and your family.

Qualifications 

• Knowledge of State and Federal programs - CDE Title V regulations, Head Start performance standards, and eligibility determination.


• 2+ years administrative or customer service management experience, ideally in programs serving low-income, diverse populations. 


• Bilingual (Spanish/English) desired. 


• BA/BS in Administration, Early Childhood Education, Child Development, Social Services, or related field preferred. 


• Advanced computer skills (databases, spreadsheets, word processing).


• Strong problem-solving, communication, and training abilities.


• Valid California driver’s license, proof of auto insurance, criminal background clearance, and TB/immunization compliance.

Key Responsibilities

• Develop and strengthen ERSEA systems, policies, and procedures.


• Monitor and ensure compliance with local, state, and federal regulations.


• Review, audit, and process applications for accuracy and eligibility.


• Maintain attendance tracking systems, generate reports, and recommend solutions to improve performance.


• Provide guidance, training, and support to staff, partners, and community members.


• Represent the YMCA at community outreach events to recruit and engage families.


• Assist in internal and external audits, self-assessments, and special projects.


• Ensure confidentiality and security of ERSEA data.

Work Environment & Physical Demands

• Primarily office-based with regular use of computer and phone.


• Occasional lifting/moving of up to 10 pounds.


• Reasonable accommodations provided for individuals with disabilities.

Specific Essential Function from the Job Description for this role

1. Provide input, recommendations and solutions to develop and strengthen the agency’s ERSEA systems, policies and procedures. Evaluate, update and monitor related systems and selection criteria, per national, state and regional statutory criteria.


2. Maintain current knowledge and interpret applicable rules, regulations, policies, procedures, contracts, state and federal laws, codes and regulations.  


3. In coordination with the ERSEA Manager, oversee processing applications for accuracy and timeliness and confirm eligibility for new and participating families.  


4. Review and audit all ERSEA paperwork for accuracy and completeness, including Early/Head Start and CDE applications and enrollment files done by staff. Provide guidance, direction and input into performance management.  


5. Maintain and monitor the attendance tracking system for both direct operated and partner sites and report findings. Propose strategies to correct identified problems.


6. Prepare and distribute timely reports and tracking regarding ERSEA updates. Monitor to ensure compliance related to funded enrollment, slot tracking, and attendance.


7. In coordination with the Database Analyst, maintain systems, database, files, etc., ensuring security of all ERSEA data. Ensure the ERSEA unit maintains records and data in a confidential manner.  


8. Organize and attend outreach events to recruit and engage families and children within the community. Develop community partnerships by attending YMCA events, encouraging engagement of staff and community members and providing high-level service to members and participants. 


9. Assist in the annual Self-Assessment, as well as internal and external ERSEA audits.  


10. Provide administrative support for all ERSEA related activities. 


11. Conduct on-going quality assessment of service provision and progress towards meeting programmatic goals and report monitoring results.  


12. Design and deliver training to staff, community partners and parents on database documentation, eligibility and topics related to ERSEA regulations, policies and procedures. Develop and provide training to staff of community early education partners to comply with HS/EHS and CDE ERSEA requirements. 


13. Assist in mediating any issues between families around enrollment, CDE and attendance.


14. Answer all questions from PA, FAs and CDs around eligibility, enrollment, CDE and databases.


15. Special projects and other duties as assigned.

Join us and help build strong foundations for children and families in our community!