Childcare Services Specialist

Job Posting Closing Times: Job postings are removed from advertising at 12:00 A.M. on the closing date e.g., at midnight on the day before the closing date. Austin Community College employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment. – AR 4.0300.01 If you are a current Austin Community College employee, please click this link to apply through your Workday account . Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college, as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area. As a community college committed to our mission, we seek to recruit and retain a workforce that: Values intellectual curiosity and innovative teaching Is attracted by the college's mission to promote equitable access to educational opportunities Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities. Focused on student academic achievement and postgraduate outcomes Welcomes difference and models respectful interaction with others Engages with the community both within and outside of ACC Job Posting Title: Childcare Services Specialist Job Description Summary: The Childcare Scholarship Specialist administers childcare scholarship and Workforce-approved childcare referral programs to support parenting students by ensuring timely, accurate, and compliant processing of applications, contracts, payments, and case documentation. Job Description: Supervision Received and Exercised Operates under the direct supervision of the department manager or designated supervisor. The role does not typically include formal supervisory responsibilities but may provide guidance to student workers or temporary staff as assigned. The position works independently within established guidelines and escalates complex or non-routine issues as appropriate. Competency Expectations Provide specialized assistance, insight, and support to various departments, including project support and analysis, record maintenance, and implementing policies and procedures. Utilize specialized skills to ensure efficiency and effectiveness in specific functions. Assist with planning and organizing college events, such as fundraisers, alumni gatherings, community outreach programs, and other departmental projects as needed. Complete or monitor organizational functions or processes, ensuring that they are completed accurately, on time, and in compliance with established policies and regulations. Track processes, preparing reports for management detailing quality of departmental actions. Handle correspondence, arrange meetings, and complete assigned tasks. Description of Duties and Tasks Program Administration Accepts, logs, tracks, and manages childcare scholarship applications and Workforce childcare referrals using Salesforce case management, ensuring accurate documentation, timely follow-up, and complete case records. Works directly with students to review enrolled course hours, calculate eligible childcare coverage levels, explain program requirements, and ensure childcare agreements accurately reflect approved attendance and funding amounts. Contacts all childcare scholarship applicants and Workforce-referred students following determinations and documents acceptances, denials, referrals, transitions between funding sources, and case outcomes in Salesforce. Provides direct support to students utilizing Workforce Referral Partner services, including explaining processes, timelines, documentation requirements, and eligibility coordination. Assists parenting students in understanding available childcare options—including childcare centers, home-based providers, and early childhood programs such as Head Start—and in navigating low-cost, reduced-cost, and subsidized childcare resources within the community Procurement, Contracts & Financial Processing Creates, processes, and tracks purchasing requisitions related to childcare contracts and Workforce-approved childcare students, ensuring accuracy and compliance with institutional, procurement, and program requirements. Serves as a primary point of contact for students, childcare suppliers, Workforce referral partners, the Texas Workforce Commission (TWC) Child Care Program, and ACC’s Procure-to-Pay (P2P) and Accounting departments. Establishes and maintains systems to file and track childcare supplier applications, contracts, Workforce partner documentation, purchase requisitions, invoices, payments, and student case records. Assists with monthly invoicing and works with Accounts Payable (A/P) to expedite payments to childcare suppliers and resolve documentation or processing issues. Resolves issues related to contract setup, invoicing discrepancies, payments, enrollment changes, and course-hour adjustments in coordination with internal and external partners. Compliance, Data & Reporting Ensures compliance with childcare scholarship guidelines, Workforce requirements, procurement policies, and institutional procedures. Compiles, reviews, and analyzes data related to childcare scholarships and Workforce referrals, including enrollment hours, agreement percentages, funding utilization, and expenditures. Prepares written and oral reports for internal and external stakeholders. Supports audits, monitoring activities, and program reviews by compiling documentation, reviewing records, and responding to information requests. Coordinates data and documentation across multiple systems (e.g., Salesforce, Workday, Google Sheets) to ensure consistency between student records, procurement, and accounting processes. Outreach, Partnerships & Continuous Improvement Supports outreach and marketing efforts related to childcare scholarships and Workforce referrals in collaboration with internal and external partners. Builds and maintains collaborative relationships with childcare providers and Workforce partners to support program participation and service continuity. Identifies process improvements and recommends procedures or best practices to enhance efficiency, accuracy, and timeliness while maintaining appropriate internal controls. Manages multiple concurrent timelines and deadlines related to referrals, invoicing cycles, eligibility updates, and funding periods to ensure uninterrupted service delivery. Identifies complex or non-routine issues related to childcare funding or payments and escalates concerns with analysis and recommendations to appropriate stakeholders. Additional Responsibilities Plans, organizes, and supports parenting student engagement activities and events across the district. Assists with other initiatives, projects, and special assignments as required. Job Requirements Knowledge: Understand and apply standard administrative procedures and practices, including record-keeping, scheduling, and office management. Demonstrate proficiency in both written and verbal communication to effectively interact with students, faculty, staff, and external partners. Utilize knowledge of data entry, database management, and the ability to maintain accurate and up-to-date records. Familiarity with college policies, state and federal regulations, and accreditation requirements to ensure adherence and proper documentation. Skills: Demonstrate strong organizational abilities to manage multiple tasks, prioritize work, and meet deadlines efficiently. Exhibit effective interpersonal skills to interact smoothly with colleagues, students, and external partners, fostering a positive work environment. Possess strong analytical skills to interpret data, solve problems, and make informed decisions that support the college's administrative functions. Minimum Qualifications Education: Bachelor’s Degree. Note: Four (4) years of related work experience OR Associate’s Degree plus two (2) years of related work experience can be substituted for the required education (plus the required experience noted below). Experience: One (1) year related work experience. Preferred Qualifications Experience in higher education or public-sector administration. Experience working with childcare subsidy programs or Workforce partners. Experience with contract management or public procurement processes. Bilingual or multilingual proficiency. ​ Physical Demands and Work Environment Physical Demands: Standard office environment. ​ Work Environment: This position falls under ACC's Remote/In-Person framework. Salary Range (PG 118) $47,840 - $54,567 Number of Openings: 1 Job Posting Close Date: August 7, 2026 Clery Act As required by the US Department of Education, employees are required to report violations under Title IX and, under the Jeanne Clery Campus Safety Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting. Austin Community College produces an Annual Security Report as required by the Clery Act. This report includes statistics from the previous three years concerning reported crime that occurred on campus; public property adjacent to and accessible from campus; and in certain non-campus buildings/property owned or controlled by ACC. The report includes institutional policies concerning campus security and other safety information. For direct access to the current Annual Security Report, visit www.austincc.edu/asr . You may obtain a hard copy by contacting the Clery Compliance Officer ( [email protected] ). For an overview, see ACC's Clery Act website. Disclaimer The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC at its discretion to enable individuals with disabilities to perform essential functions of the job.