Child Care Eligibility Specialist

Position Overview

The Child Care Eligibility Specialist (CCES) is a front‑line support role responsible for assisting families and child care providers participating in Maine’s Child Care Affordability Program (CCAP), funded through the Child Care and Development Fund (CCDF).

This position serves as a primary point of contact, providing support through phone, email, and in‑person interactions, while completing eligibility‑related administrative work and offering basic technical assistance (such as portal navigation and login support). The CCES applies federal and state policy to review applications, determine eligibility, and support provider agreement processes in a fast‑paced, customer‑focused environment.

Key Responsibilities

• Serve as a front‑line customer support resource for families and child care providers via phone, email, fax, mail, and in‑person interactions
• Process and review CCAP applications to determine financial and program eligibility in accordance with federal and state regulations
• Apply policy and procedures on a case‑by‑case basis, exercising independent judgment to assess unique family circumstances
• Support Child Care Provider agreement processes for providers reimbursed with CCDF funds
• Provide basic technical support for the Baxter system, including portal navigation, login assistance, and common user issues (within established procedures)
• Complete administrative tasks including file maintenance, scanning, and documentation management
• Respond to general inquiries and assist State Financial Resource Specialists (FRSs) with operational support tasks
• Participate in monthly supervision and team meetings, workload reviews, and case discussions
• Assist with special projects as assigned (e.g., mailings, system updates, rule changes)

Core Competencies

• Customer Service & Communication – Ability to clearly and professionally communicate with families, providers, and internal partners
• Problem Solving & Critical Thinking – Skilled at troubleshooting issues, evaluating information, and making sound decisions with limited data
• Technical Support & Adaptability – Comfortable assisting users with basic system navigation and adapting to changing tools and procedures
• Organization & Workload Management – Ability to manage multiple responsibilities, prioritize tasks, and meet established timelines

Required Knowledge, Skills & Abilities

• Knowledge of federal and state public assistance programs
• Strong understanding of modern office practices and customer service principles
• Ability to manage multiple concurrent tasks in a structured, deadline‑driven environment
• Demonstrated attention to detail and commitment to confidentiality
• Ability to gather, evaluate, and document information accurately
• Proficiency using proprietary systems and standard office software (Word, Outlook, Excel)
• Ability to understand, implement, and explain complex written and verbal instructions
• Ability to interact effectively with individuals from diverse backgrounds and perspectives
• Willingness and ability to adapt to policy, system, and process changes

Work Schedule & Location

• Monday through Friday, 8:30 AM – 5:00 PM
• 40 hours per week
• Full‑time, in‑office position located at 2 Anthony Avenue, Augusta, ME
• Time off permitted with prior approval

Keywords 

Child Care Eligibility Specialist, CCES, CCAP, CCDF, Eligibility Determination, Front‑Line Support, Customer Service, Public Assistance, Family Services, Provider Agreements, Baxter System, Technical Support, Administrative Support, State of Maine, DHHS