Child & Adult Welfare Intake Specialist

Job Details

Job Location:

Miami, OK 74354

Position Type:
Full-Time

Education Level: 2 Year Degree

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

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.

• 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.

• 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.

• 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…