Child & Adult Welfare Intake Specialist

Job Details: Job Location: Ki-Ho-Ta Center - Miami, OK, Position Type: Full-Time, Education Level: 2 Year Degree, Salary Range: Undisclosed, Job Category: Admin - Clerical, Job Identification:

Position Title:

Child & Adult Welfare Intake Specialist

Status:

Non-Exempt

Location:

Ki-Ho-Ta Center

Department:

Courts

Reports to:

Indian Child Welfare Manager

Work Schedule:

Full-Time

Safety sensitive:

Yes*

Driver’s License Required:

Yes

Position Summary:

The Child and Adult Welfare Intake Specialist performs intake, clerical, administrative, and office support functions for the Quapaw Nation's Indian Child Welfare (ICW), Adult Protective Services (APS), and Juvenile Affairs programs. This position serves as a primary point of contact for community members, families, tribal departments, state agencies, law enforcement, courts, schools, service providers, and other professionals seeking information, reporting concerns, making referrals, or requesting services.

The Child and Adult Welfare Intake Specialist receives, documents, and routes reports, referrals, inquiries, and requests for services; gathers and verifies pertinent information; maintains accurate records, case files, and tracking systems; and ensures timely communication with appropriate program staff for review and follow-up. This position also assists with State ICWA inquiries, records requests, case documentation, and other administrative functions supporting ICW, APS, and Juvenile Affairs programs. Due to the sensitive nature of the information received, the Intake Specialist must exercise professionalism, sound judgment, discretion, cultural sensitivity, and strict confidentiality at all times.

Essential Job Functions:

Receive, monitor, document, and route incoming calls, emails, faxes, referrals, and walk-in contacts related to Indian Child Welfare (ICW), Adult Protective Services (APS), and Juvenile Affairs.
Serve as the initial point of contact for reports involving suspected child abuse or neglect, abuse, neglect, or exploitation of vulnerable adults, juvenile matters, and requests for services or assistance.
Gather, verify, document, and communicate intake information using established forms, procedures, and protocols to ensure referrals are complete, accurately recorded, and routed appropriately.
Recognize reports or situations requiring immediate attention and promptly notify appropriate program staff or supervisors in accordance with established procedures.
Process State ICWA inquiries by collecting identifying and family information necessary to assist in determining a child's eligibility for membership or affiliation with the Quapaw Nation.
Maintain accurate intake logs, databases, case management systems, tracking records, and confidential electronic and physical case files in compliance with applicable tribal, federal, and state laws, regulations, and departmental procedures.
Provide information regarding departmental programs, referral processes, reporting procedures, and available services, and communicate with courts, law enforcement, schools, medical providers, state agencies, service providers, mandated reporters, and other professionals to obtain, verify, or clarify information necessary for intake and case documentation.
Request, obtain, organize, and maintain birth certificates, Social Security records, court records, medical records, school records, and other authorized documentation required for case files and program activities.
Prepare and organize case files; scan and upload records; provide administrative support to program staff; and assist with reporting and program tracking activities.
Maintain a working knowledge of ICW, APS, and Juvenile Affairs programs, responsibilities, and intake procedures to appropriately route referrals, inquiries, and requests for services.
Perform general clerical and administrative duties, including correspondence, filing, copying, scanning, data entry, records management, and other office support functions.
Maintain professional, respectful, and culturally sensitive communication with individuals experiencing crisis, distress, conflict, or other challenging circumstances while upholding confidentiality, professionalism, ethical conduct, and sound judgment in all interactions.
Perform all other related duties as assigned.

Non-essential Job Functions:

Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives.
Assist with special projects and departmental initiatives as assigned.

Qualifications: Job Specifications:

      Knowledge, Skills, and Abilities:

Excellent verbal and written communication skills, with the ability to interact professionally, respectfully, and effectively with clients, families, community members, tribal departments, courts, law enforcement, state agencies, coworkers, and other professionals.
Ability to interact compassionately, professionally, and respectfully with individuals experiencing stressful, emotional, or crisis situations while maintaining appropriate boundaries and cultural sensitivity.
Ability to maintain strict confidentiality and exercise sound judgment, discretion, tact, courtesy, and professionalism when handling sensitive information.
Ability to accurately gather, document, organize, and communicate detailed information while maintaining a high level of accuracy and attention to detail.
Strong organizational skills with the ability to prioritize multiple responsibilities, manage interruptions, and meet deadlines in a fast-paced environment.
Ability to work independently with limited supervision, follow established policies, procedures, and intake protocols, and recognize when consultation with program staff or supervisors is necessary.
Knowledge of administrative and clerical practices, including records management, data entry, document preparation, filing systems, and general office procedures.
Basic knowledge of child welfare, adult protective services, juvenile justice, tribal social services, confidentiality requirements, and mandated reporting laws.
Basic knowledge of the Indian Child Welfare Act (ICWA), tribal enrollment processes, and applicable tribal, state, and federal laws and regulations, or the ability to obtain such knowledge through training.
Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, and the ability to learn and utilize case management and data tracking systems.
Ability to establish and maintain effective working relationships and work collaboratively as a member of a multidisciplinary team.
Willingness and ability to participate in training related to Indian Child Welfare, Adult Protective Services, Juvenile Affairs, confidentiality, mandated reporting, trauma-informed care, and other job-related topics.

Ability to obtain a favorable adjudication certification within 90 days of hire.
Must successfully pass a tribal background investigation and drug screening.
Must possess a valid driver's license and qualify under the Quapaw Nation Motor Vehicle Policy.

Experience:

Minimum of one (1) year of clerical, administrative, customer service, intake, or related experience preferred, preferably in a social services, tribal government, legal, court, law enforcement, education, healthcare, or human services environment.
Experience handling confidential, sensitive, or protected information is preferred.
Experience working with children, families, vulnerable adults, justice-involved youth, or individuals in crisis is preferred.

Education:

High school diploma or equivalent is required.
Associate degree in Human Services, Social Work, Criminal Justice, Behavioral Sciences, Business Administration, or a related field is preferred.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Physical Abilities:

Ability to sit or stand for extended periods while performing computer-based work and tasks that may require reaching above shoulder level.
Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 20 pounds.
Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.
Ability to travel occasionally for meetings, training, seminars, and professional development activities.

Working Conditions:

Work is performed primarily in an office environment.
Frequent interaction with clients, families, service providers, and community partners in person, by telephone, and through electronic communication.
May involve exposure to stressful, emotional, sensitive, or unpredictable situations involving allegations of abuse, neglect, exploitation, crisis intervention, family conflict, or other welfare-related concerns.
Subject to frequent interruptions, changing priorities, and multiple deadlines while responding to client needs and program requirements.
Must maintain professionalism, confidentiality, and cultural sensitivity while working in a diverse environment.
May occasionally travel for meetings, training, conferences, or other job-related activities.
May be required to work evenings, weekends, or holidays as needed to support program operations and community needs. 

Disclaimers:

This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.

This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized tribes. The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.

*The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).