Payment Analyst - Subsidized Child Care

Celebrating our 50th anniversary in 2026, CocoKids is a non-profit organization with a mission to champion and advance quality child care and early education. As the only child care resource and referral agency serving all of Contra Costa, we are at the center of the child care delivery system. Through a wide range of free and low cost services and programs, we collaborate with parents, child care providers, businesses and the community to ensure children in Contra Costa County are nurtured, healthy, and achieve their full potential.

BENEFITS: Excellent and affordable benefits including 100% employer paid medical, dental, vision, Life, and Long Term Disability plus a pre-tax flexible spending account, 403b contribution after 2 years, $1000 Education Reimbursement annually and generous paid time off plans.

This is a full-time, non-exempt position.

Position Summary: The Payment Analyst Tier 1 is responsible for providing a wide variety of complex support & services to the Child Care Fund Program in the Payment Department.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Attendance Record Processing/Accounts Payable:

· Process attendance records according to submission dates to meet contract requirements for issuing provider payments.

· Analyze child care certificate against reported schedules on attendance record.

· Calculate and apply documented provider rates.

· Apply regulatory formulas to reconcile for days of enrollment.

· Ensure accuracy of payments according to certified need prior to authorizing payments.

· Match attendance records to payment detail invoices to reconcile provider payments and file for proper record storage.

· Communicate, via e-mail or phone, with Subsidy Counselors regarding inconsistencies between attendance record and child care certificate.

· Research and resolve provider payment issues.

· Monitor and calculate family fees for accuracy; send notices to parent, provider and/or Subsidy Counselor as required.

• Accounts Receivables:

· Complete quarterly cycle to collect outstanding attendance records by contacting providers, parents, and Subsidy Counselors as necessary to aid in collection process before end of fiscal year.

• Open and maintain provider payment files:

· Ensure provider files are organized, in proper date order, and sorted alphabetically.

· Close out files for previous fiscal year in clear and organized manner and box for onsite storage.

• General Support to Child Care Fund

· Pick-up, organize, disburse and/or file incoming attendance records.

· Be responsible to maintain training and backup duties to Payment Coordinator for 1099, W-9/Direct Deposit, Registrations Fees, Garnishments and/or other processes as assigned.

· Assist in the maintenance of internal controls.

· Assume responsibility for related specific projects as assigned.

Secondary Duties

· Provider support or guidance for direct deposit updates, holidays/closures, CareConnect, resetting passwords or any other questions or guidance within CocoKids.

· Stay up to date on CDE/DSS regulations which pertain to job functions.

· Provide back-up support for to Tier 2 as needed.

· Attend meetings and conferences as assigned or needed.

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. CocoKids management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

Minimum Education & Qualifications: 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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Formal Education:

· AA degree strongly preferred

Practical Experience:

· Minimum three years related business experience with an emphasis on accounts payable processing

· Excellent communication skills both orally and in writing, good listener

· Ability to work independently, accept supervision, and to work as part of a team

· Ability to work and communicate with diverse cultural and socioeconomic groups, and differently-abled individuals

Technical Qualifications or Specialized Certification:

· Proficient at MS Office (Word, Excel, Outlook, Access)

· Ability to read and interpret documents such as safety rules, procedure manuals

· Ability to write routine reports

· Ability to solve problems and appropriately prioritize tasks

· Proficient skills with ten-key by touch

Language, Mathematical, and/or Reasoning Ability:

· Bilingual desired, Spanish preferred

· Ability to communicate effectively via emails, telephone, and virtual tools, such as Zoom

· Excellent listening and customer service skills

· Strong ability to write reports, solve problems, adapt to changing rules.

· Strong analytical skills and ability to work with numbers.

· Ability to maintain confidentiality.

Certificates and Licenses: None

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· This position may be considered for a hybrid work option by working part-time in the office and part-time working from home or engaging out in the community.

Physical and Mental Demands: 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.

· Employee is regularly required to stand; sit; walk; and use hands to finger, handle or feel. The employee is frequently required to reach with hands and arms, stoop, kneel, crouch, talk or hear. The employee must occasionally lift and/or move up to 20 pounds, operate a motor vehicle.

· This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

· This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

· Ability to meet the requirements of daily attendance on the job for full continuous eight-hour days (f/t employee), or depending on your employment status

· Willingness to work flexible hours including occasional evening and weekend events

· Ability to work under pressure and meet deadlines

· Reliable transportation, valid California driver’s license and insurance

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

NO PHONE CALLS, please.

CocoKids is an Equal Opportunity, Inclusive Employer and welcomes a diverse pool of applicants.

Job Type: Full-time

Pay: $29.84 per hour

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Language:

• other language (Preferred)

Ability to Commute:

• Concord, CA 94518 (Preferred)

Work Location: In person