Duties

Summary

Navy Child and Youth Programs (CYP) offers early care and youth services in center-based (birth to five), facility-based (age 5-12), and recreational environments (teen; youth sports and fitness). CYP Operations Clerk are front line representatives and administrative liaisons. They manage the CYP waitlist, coordinate enrollment, oversee recordkeeping, and collect parent fees in addition to a variety of data processing systems. Learn more about us at https://www.navycyp.org.
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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-to-date 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.

Travel Required

Not required

Supervisory status
No

Promotion Potential
02

Requirements

Conditions of Employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.

Qualifications

Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs.

A qualified candidate possesses the following:

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.

Possess 2 years of administrative experience.

Education

A successful candidate must be at least 18 years of age with a high school diploma or equivalent.

Additional information

Conditions of Employment Cont.:

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.

Pass a pre-employment physical, provide evidence of immunization, be free of all communicable diseases, and obtain appropriate immunization against communicable diseases.

Pass all applicable records and background checks.

Incumbents must satisfactorily complete all background checks for child care positions, including fingerprint checks, a Tier 1 with Child Care check, and a State Criminal History Repository (SCHR) check. All individuals involved in the provision of child care services on a Department of Navy (DON) installation or in a DON-sanctioned program must complete the Installation Records Check (IRC). The IRC includes a check of the Substance Abuse Rehabilitation Program (SARP) records in the Alcohol and Drug Management Information Tracking System (ADMITS) database, a check of the Family Advocacy Program (FAP) records in the Fleet and Family Support Management Information System (FFSMIS), and an installation security/base check via the DON Consolidated Law Enforcement Operations Center (CLEOC) database and/or other law enforcement systems. This information will be used to determine suitability for the applicant in accordance with criteria for automatic and presumptive disqualifiers, per DoDI 1402.05.

Per Department of Defense Instruction (DoDI) 1402.05 Background Checks on Individuals in DoD Child Care Services Programs, incumbents will be automatically disqualified for a conviction in either civilian or military court (to include any general, special, or summary court-martial conviction or if they received non-judicial punishment [under Article 15 or chapter 47 of Title 10, U.S.C]) for any of the following: a sexual offense, any criminal offense involving a child victim, or a felony drug offense. Additionally, the incumbent will be automatically disqualified if he/she has been held to be negligent in a civil adjudication or administrative proceeding concerning the death of or serious injury to a child or dependent person entrusted to the individual's care.

Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States. Salary is dependent on experience and/or education.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement. Resumes will be rated based on the information provided to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

Click the following link to preview the applicant questionnaire: Preview Applicant Questionnaire .

Background checks and security clearance

Security clearance
Other

Drug test required
No

Required Documents

The following documents are required at the time of application:

• OF 306 : U.S. Office of Personnel Management Declaration for Federal Employment
• A résumé
• Proof of Education: Provide copies of the following: high school diploma or equivalent.

Note: When submitting transcripts for a conferred/awarded 2-year degree or higher, proof of a high school diploma or equivalent is not required.

Transcripts from foreign colleges must be evaluated for U.S. equivalency in order to be considered. Applicants are responsible to obtain and submit proof of creditability of education as evaluated by a credentialing agency which is a private U.S. organization. Credential evaluations are not free and applicants are responsible for the cost of the selected service.

Employment Preferences

The following employment preferences are available to qualified applicants who can provide required supporting documentation. Applicable preferences are listed in priority order below.

Reemployment Priority List (RPL)

Qualifying separated employees must have priority for a non-appropriated fund (NAF) position when the position has substantially the same duties as the Business-based Action (BBA) separated position. The position may be neither higher graded nor subject to internal candidate selection. To apply for this preference, the applicant must:

• Attach a copy of the separation Personnel Action Report (PAR) indicating the position was abolished via BBA.
  

Military Spouse Preference (MSP)

An applicant may qualify for MSP if he/she has been relocated to a new geographic location to which their spouse has been assigned. Qualifying applicants may request an MSP upon relocation to a sponsor's new permanent duty station. Preference is applicable for NAF positions at the NF-3 level and below. To apply for this preference, the applicant must:

• Attach a copy of the sponsor's Permanent Change of Station (PCS) orders and marriage certificate at the time of application.
  

Note: Acceptance OR declination of a regular full- or part-time NAF or appropriated fund (APF) position ends the applicant's ability to claim MSP at the new duty station.

Involuntarily Separated (IVS)

An applicant may qualify for IVS if he/she is a military member (or their dependent) and has been involuntarily separated from the armed services with an approved separation program designator (SPD) code (indicated in block 26 of the DD Form 214) and a reenlistment priority (RE) code of 3T or 4T (indicated in block 27 of the DD Form 214) per the instructions of the Navy Personnel Command. To apply for this preference, the applicant must:

• Attach a copy of the sponsor's PCS orders at the time of application.
  

This is a one-time hiring preference that ends with the acceptance or declination of any position that is expected to last at least 1 year.

Veterans Preference (VP)

Qualifying military veterans, and spouses or parents of deceased veterans, must be given employment preference over non-preference applicants if they are equally qualified. To apply for this preference, the applicant must:

• Attach a copy of page 4 of DD Form 214. Click here to learn how to get your DD 214 .
  
• Attach a completed Form SF-15 from the Veterans Administration. Download an SF-15 form here .
  

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.