Archdiocese of Philadelphia
  • NDS
  • Philadelphia, PA, USA
  • Full Time

Program Assistant - Eligibility & Reports - CACFP Program

JOB TITLE: Program Assistant


MAJOR RESPONSIBILITIES: To support the eligibility and report processes for Traditional Child Care centers providing government-funded meals to children.

SUPERVISION RECEIVED: Director of Government Programs


POSITION CHARACTERISTICS: This is a "Responsible" position. All work requires high levels of accountability and responsibility. Tact, discretion and initiative are requisite.


Eligibility and Reports

  • Process incoming Enrollment Forms/Eligibility Statements in a timely manner. For example, acquire missing information through files or parent/site contact, calculate eligibility status, and input child's information into eligibility database.
  • Responsible for ensuring that all Enrollment Forms/Eligibility Statements are resolved, processed, keyed and filed in an expeditious manner. Contact sites regarding expired and "no application" children; responsible to ensure that sites are repeatedly contacted to get forms completed for these children ASAP.
  • Change/Correct information in eligibility database per direction from site (terminations, room changes, etc.).
  • Responsible for ensuring that monthly scan sheets are properly designed, printed and packed for pick-up by the warehouse. Prior to printing, make sure that any classroom abnormalities are checked and corrected.
  • Responsible for ensuring that all Monthly Scan Reports (including all necessary pages) are returned by sites by the due date. Responsible for promptly following up with sites to have them submit late reports.
  • Process incoming scan sheets in a timely manner:
    • checking scans to be sure that they are scannable (remove stray marks, not crooked, etc.).
    • check for days that may not have been filled in or that participation seems atypical; follow-up through site notes/scan explanation sheet(s), our records, or through contacting site for explanation.
    • printing and adding bar code labels for children written-on.
    • promptly contacting site when written-on children need paperwork.
  • Assist with verification of monthly scan sheets before government claim is submitted
  • Print monthly meal service invoices.
  • Explain Meal Service Invoice charges to sites upon request (i.e. why children are billed at their given status).
  • Mail blank Scan Sheets, Enrollment Forms/Eligibility Statements, Infant Forms, etc. to sites upon request.
  • Maintain child eligibility information confidentiality in accordance with government regulation.


  • Participate in/Present at annual Traditional CACFP training meetings.
  • Conduct on-site training or monitoring as requested or necessary.
  • Answer incoming phone calls.
  • Retrieve phone messages from CC answering machine.
  • Take food orders from sites.
  • Handle calls regarding delivery problems and order changes.
  • As needed, travel to sites to drop off and pick-up materials (blank and completed forms and reports, checks, etc.).
  • Special Projects and other duties as assigned by Director of Government Programs.


  • Responsible for knowledge of and compliance with applicable:
    • NDS policies, guidelines, and regulations
    • Secretariat and Archdiocesan policies, guidelines, and regulations
  • Have a thorough knowledge of CACFP eligibility and site reporting requirements and applicable program-related federal and state regulations.
  • Have a general understanding of child care center operations.


  • Work under time pressures and strict deadlines.
  • Handles detailed paperwork requirement
  • Assure the appropriate use of NDS property including assigned vehicle, if any.
  • Be able to relate well to persons of different racial, ethnic and socio-economic backgrounds.
  • Have a valid driver's license and personal car available for work.
  • College degree preferred.
  • Be computer literate.
  • Be able to climb stairs.
  • Be able to lift and carry 30 lb. boxes.
Archdiocese of Philadelphia
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