Application & Enrollment Specialist
Application & Enrollment Specialist
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Job Description
Current employees: Please apply through the employee portal to be considered for this opportunity.
Pay Range:
$39.11 - $48.12 HourlyDepartment:
Department of County Human Services (DCHS)Job Type:
Regular RepresentedExemption Status:
United States of America (Non-Exempt)Closing Date (Open Until Filled if No Date Specified):
July 13 2025
The Opportunity:
Overview:
As the Application and Enrollment Support Specialist of the Preschool & Early Learning Division in the Department of County Human Services (DCHS) you will be an expert in the use of Preschool for Alls application and enrollment tracking software to improve and support operational workflows for a complex and highly visible preschool initiative focused on racial equity.
You will support the day-to-day and year-round operations associated with the application and enrollment process for PFA preschool slots. You will primarily work directly with a diverse range of families family navigators and preschool providers through staffing a shared centralized support inbox and phone line. You will assist with inquiries conflict-resolution provide support resolve issues and conduct follow-ups related to use of the system PFAs application enrollment process and workflows.
You will train a diverse range of staff preschool providers and family navigators in use of PFAs software as a service (SaaS) solution coach users to improve their use of the system implement new processes and functionality workflow optimization problem analysis and resolution use of data and reports for improvement and data quality improvement.
Primary responsibilities include:
Staff a centralized support inbox and phone line; provide excellent responsive and timely customer support service to diverse families preschool providers family navigators and others who contact PFA regarding the online application and enrollment process over the phone and by email.
Operate and maintain user support systems including by phone email and within the SaaS solution; provide technical and process support including problem analysis and resolution; collect summarize and track user support needs and concerns; document and track support requests for follow-up and reporting.
Train users (preschool providers and family navigators) in one-on-one and group settings using established materials and training plans; create training materials and documentation; create on-line and in-person training and conduct webinars.
Collaborate closely with colleagues to coordinate details track emerging situations and workflows address errors and ensure continuity and integrity of information provided to the public.
Consult with staff regarding operational workflows functions and processes; provide requirements for IT and SaaS vendor to develop system specifications designs interfaces and test plans
Lead and/or participate in efforts to promote data quality and integrity including data completeness accuracy and timeliness. This data includes preschool applications preschool placement responses slots and enrollment tracking and attendance.
Run and analyze reports for completeness and accuracy of data; troubleshoot and work to resolve data and reporting issues and inconsistencies.
Identify and develop effective strategies to support families use and understanding of the online application and enrollment process.
Identify and develop effective strategies to support preschool providers use of the system for preschool placements enrollment tracking and attendance reporting.
The ideal candidate will demonstrate the following competencies:
Promoting Equity: Deconstruct barriers to a racially just system. Cultivate work environments that value truth-telling courage and vulnerability space to think and reflect community-mindedness shared power hope and openness to difficult conversations.
Leadership and Creativity: Demonstrate understanding of the culture political nature and interpersonal relationships that drive success at the County. Lead by example and move work forward through personal actions and collaboration. Provide meaningful feedback regarding the nature design and intended outcomes of work in relation to the needs and demands of the County and the communities it serves. Seek advocate for and implement improved methods systems and approaches to meet changing organizational needs.
Acting with Integrity: Act in a manner that is consistently truthful reliable trustworthy and transparent in words and actions.
Navigating Change: You accept change as an inevitable part of work and adapt to plans as needed. You demonstrate self-awareness effectively manage emotions under pressure and readily offer support and encouragement to others.
Learning Agility: Awareness of changing workplace trends and possess the ability and desire to adapt your own skills and knowledge while encouraging others to do the same. Able to identify issues and educate self and others regarding paths to problem resolution.
Key Knowledge & Experience:
Demonstrate exceptional patience conflict-resolution skills and resilience when managing challenging phone or email communications.
Experience with SAAS (Software as a Service) products and/or other data collection software and technical systems.
Prior experience in developing coordinating and conducting training online and/or in-person.
High level of comfort with technology systems and applications.
Ability to collaborate and communicate effectively with colleagues in a virtual environment.
Advanced written and oral communication skills including the ability to speak in front of groups and to communicate in writing policies procedures memoranda and training materials. Ability to operate and communicate effectively while under pressure is essential.
Knowledge of early childhood education and/or family programs and services.
Experience working with diverse communities.
Ability to easily adapt to changing priorities and to demonstrate close attention to details.
Advanced knowledge and understanding of the issues surrounding equity inclusion implicit bias institutional racism and other forms of systemic oppression.
Knowledge and understanding of cultures customs and social experiences of historically excluded communities experiencing barriers to opportunity especially for Black and Indigenous child care providers and families and Families and Providers of Color.
To Qualify
We will consider any combination of relevant work experience volunteering education and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications review our overview of the selection process page.
Minimum Qualifications/Transferable Skills:
Ability to promote a culture of respect inclusiveness and appreciation of diverse perspectives backgrounds and values
Associates degree in a relevant field of study or equivalent education and/or practical experience
Three (3) years of experience with information systems and/or technologies
Must pass a criminal background check
Preferred Qualifications:
Bilingual skills (ability to speak read and write fluently in Spanish Russian Arabic or Dari)
*Transferable Skills:
Your transferable skills are any skills you have gained through education work experience (including the military) or life experiences that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position. Equity note: Research suggests that women and Black Indigenous and other persons of color are less likely than men and white job-seekers to apply for positions unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply and allow us to evaluate the knowledge skills and abilities that you demonstrate using an intentional equity lens.
Screening and Evaluation
Required Application Packet:
Your completed application must include all of the following items to be considered:
1) A completed online application and/or resume.
2) A cover letter. Please attach a cover letter as a separate document.
3) In your cover letter:
Please describe how your background makes you a great candidate in this role described in the Overview and To Qualify sections of the job announcement.
Preschool for All is a truly unique opportunity to build a new system for children and families in our community. Please include why working on this initiative appeals to you.
Please describe any work experience and transferable skills that demonstrate a commitment to racial justice and equity.
Please note: Your application and/or resume and cover letter should demonstrate your work experience/skills and how it is related to those shown in the Overview and To Qualify sections of the job announcement. Please be thorough as these materials may be scored and determine your eligibility for an quality of your response may determine if you are moved on to the next review. Please be clear and specific in the applicable sections of the online application/resume about how your background is relevant. Information stated in your cover letter must be consistent with your application and/or resume (when applicable).
Internal candidates: After you have submitted your application please check your Workday inbox and complete the Veterans Preference Questionnaire prior to the application deadline.
Veterans Preference: Under Oregon Law qualifying veterans may apply for veterans preference for this recruitment. Review our veterans preference page for details about eligibility and how to apply. The recruiter as listed on the job announcement must receive all required documentation by the closing date of the recruitment.
The Selection Process
For details about how we typically screen applications review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows:
Initial review of minimum qualifications
An evaluation of application materials to identify the most qualified candidates
Consideration of top candidates through phone screen and/or interviews
Background and reference checks
Note: Application information may be used throughout the entire selection process. This process is subject to change without notice.
Additional Information
Type of Position: This hourly union-represented position is eligible for overtime pay.
Location: 464 SE 185th Avenue Portland OR 97233
Schedule: Monday - Friday 40 hours per week
Teleworking: At this time this position can be designated as routine telework. This designation of telework may be subject to change at a future time. Currently all employees who telework must reside in Oregon or Washington; the county cannot support ongoing telework from other locations. Hybrid and Routine Teleworkers shall attend in-person job-related meetings training sessions and conferences as required.
Benefits: Multnomah County offers a generous benefits package. For more information about our benefit offerings please visit: Equity: The county regularly reviews pay equity for our workforce. When setting pay we consider applicants education experience seniority training and tenure in relation to other employees performing a similar level of work.
Serving the Public Even During Disasters: Everyday Multnomah County staff work together to serve as a safety net for our communities. During a disaster this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather natural disaster or other types of community emergency response. During these emergency responses while typically there begins with a call for volunteers county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information please visit the Disaster Service Worker Information page.
Diversity and Inclusion: At Multnomah County we dont just accept difference; we value it and support it to create a culture of dignity and respect for our employees.
We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race color religion sex sexual orientation gender identity national origin disability veteran or protected veteran status genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.
Veterans Preference: Under Oregon Law qualifying veterans may apply for veterans preference. Review our veterans preference page for details about eligibility and how to apply.
Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.
Questions
Recruiter:
Anne BlumenauerEmail:
Phone:
1 (971)Application information may be used throughout the entire selection process. This process is subject to change without notice.
Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.
Job Profile:
6500 - Business AnalystRequired Experience:
Unclear Seniority
Employment Type
Full-Time
