YWCA Sonoma County

A Special Place Enrollment Specialist

Position Summary

Working under direction of the Center Director, the Enrollment Specialist assists in various tasks associated with programs of the preschool.

Distinguishing Characteristics

The Enrollment Specialist works 15 hours a week. Enrollment Specialists are part-time at-will employees.

Essential Tasks

These are core functions of the job that, if removed, the job would simply not exist. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The Enrollment Specialist will enroll the children to the pre-school and CACFP food programs; this includes calling families, actively utilizing the CEL list for enrollment purposes.
  • Accurately maintains children’s files in accordance to the rules and regulations of the EESD.
  • Responsible for collecting, tracking, and processing monthly family fees.
  • Responsible in maintaining proper records, meal production forms, menus and meal counts.
  • Assist & coordinate all office.
  • Plays a vital role in coordinating services for families and the children.
  • Follows up on therapy and assessment referrals and IEP’s
  • Responsible for maintaining daily attendance records (excused and unexcused absences) and meal counts.
  • Ensures that the preschool maintains updated and current child emergency information.
  • Tracks parental involvement and volunteer hours.
  • Maintains child immunization records.
  • Stays current on policies and procedures of YWCA, EESD and CACFP.
  • Greets families, answer phones and maintains organized files for yearly audit and review.
  • Complete and participate in necessary training and professional growth activities.
  • Attends staff meetings.
  • Models positive and professional communication with all parents and maintains family confidentiality.
  • Follows through on issues and actions with parents, at the direction of the Center Director, and makes appropriate reports as necessary.
  • Performs other duties, as requested to assure a quality program.
  • Refers parents to community resources, SNAP, WIC, Cal Works and various support groups.

Organizational Culture

A commitment to the agency’s mission of the YWCA. Familiarity or experience with issues that impact the lives of people supported by the YWCA. Sensitive to issues of confidentiality and diversity.

Key Behavioral Traits

The consistent display of these behaviors is essential to continued employment.

  • Professionalism: Treats others with respect. Accepts feedback without defensiveness. Understands needs of the organization might outweigh personal feelings and still provides diligent and careful work product.
  • Good Judgement:Considers impact of personal and professional choices. Consistently makes decisions in keeping with organizational values, supervisor’s direction and common sense.
  • Problem Solving: Able to handle common problems without supervisor intervention while knowing when supervisor participation is warranted. Able to foresee when actions might have consequences to others and communicates appropriately before implementing changes.

Prerequisite Qualifications

The candidate must meet the following criteria in order to be considered for employment in this position.

  • 12 ECE units or teacher permit or equivalent .
  • One (1) year of relevant office experience.
  • One (1) year experience working in a licensed child care facility is highly desirable.
  • Basic computer and data entry skills.
  • First aid and CPR certificates a plus.
  • Prior to employment, obtain fingerprint clearance and pass TB testing.
  • Upon employment, must pass pre-employment physical and drug test.
  • High School diploma or equivalent.

Knowledge & Skills:

  • Needs of preschool children, including early child development stages.
  • General behavior management techniques.
  • Standard English usage, spelling, grammar and punctuation.
  • Basic arithmetic computation and computer skills.
  • Universal Precautions and other safe work practices.

Ability to:

  • Communicate with children and adults from varied backgrounds, cultures, and socio-economic levels. Has the ability to work with children and families where English may not the primary language.
  • Learn and understand the dynamics of the cycle of domestic violence and prevention strategies.
  • Maintain orderly work environment and perform tasks in a prescribed and safe manner. Maintain and improve professional skills and knowledge. Establish and maintain cooperative working relationships with agencies and individuals contacted during performance of job duties. Be flexible and receptive to suggestions, input and change. Operate modern office equipment, including computer, phone, fax, copier, etc. understand and carry out both oral and written instructions in an independent manner. Communicate effectively and tactfully in both oral and written forms.
  • Administer basic first aid and CPR.

Supplemental Qualifications

The candidate who possesses the following skill(s) is preferred over an otherwise equally-qualified candidate:

  • Proficiency in another language other than English, specifically, Spanish or other locally significant languages.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Candidate must be able to lift up to 50 pounds.
  • Movement within preschool and office environment.
  • Ability to write by hand and use keyboard to perform general office functions.
  • Ability to communicate by speech and hearing continuously.
  • Visual acuity (close, distant, peripheral vision and the ability to adjust focus and view accurate color perception) needed for detail work, computer use, reading and to potentially supervise children in a variety of activities.
  • Ability to sit and stand for extended periods of time.
  • Frequently required to walk, run, move, squat, stoop, bend, twist, turn, push, pull and reach in interactions with preschool aged children and maintenance of the child care center environment.



Submit Resume & Cover Letter to Wendy Adams with “Enrollment Specialist” in subject line.

Thank you for your interest in employment with the YWCA. We may be unable to respond to every individual submission due to a high volume of applicants. Please do not telephone. Applicants who do not follow the application procedure are immediately disqualified.