JOB ASSIGNMENT: This full-time position follows a regular Monday through Friday (37.5 hours per week) work schedule. Although the position offers the opportunity to telework from home, occasional in-person attendance at the Center for Schools and Communities Office, located in Camp Hill, PA, and inperson visits to clients, meetings, and trainings in Pennsylvania will be required. Transportation to onsite requirements are the employee’s responsibility. Certain requirements based upon CSIU telework policy and administrative regulations must be met. The CSIU has the right to cancel or suspend the employee teleworking privileges at any time, for any or no reason, due to the requirement of the CSIU and client needs.
ORGANIZATIONAL RELATIONSHIP: Statewide Adoption Network Technical Specialist reports directly to the Statewide Adoption and Permanency Network Supervisor and in their absence to the Center for Schools and Communities Assistant Director.
JOB DEFINITION: The Statewide Adoption Network Technical Specialist’s primary responsibility is to provide information and referral assistance to callers of the Statewide Adoption and Permanency Network helpline which includes information concerning adoption, foster care, post permanency services and other permanency issues. This can include assisting callers in crisis. Additional responsibilities include technical assistance calls to clients for services, information and referral to callers of the AdoptUSkids website, completion of projects, surveys, partnership outreach and other duties relating to resource families as assigned by the Office of Children, Youth and Families and/or the Prime Contractor for the Statewide Adoption and Permanency Network (SWAN).
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Information and Referral
1. Knowledge of current adoption/foster care laws, regulations and guidelines.
2. Knowledge of practices of the Pennsylvania Department of Human Services (DHS), their contractors, and their field offices.
3. Assist helpline clients and facilitate their entry into the SWAN adoption and/or foster care system while paying strict attention to details important to accurate data entry.
4. Assess and evaluate information from caller and determine the best option for families calling then make referrals to adoption system and/or foster care for clients seeking their services.
5. Inform clients of services available to them adoptive, foster and post permanency assistance.
6. Evaluate a family’s needs and to appropriate local affiliate agencies and/or post permanency service providers and/or Legal Services Initiative or other appropriate agency for assistance.
7. Assist out of state families with the SWAN Connect Process through the AdoptUSkids website.
8. Assist registered Pennsylvania (PA) families with the SWAN Connect Process for information about waiting children.
9. Monitor and answer the Facebook inquiries on the PA Statewide Adoption and Permanency Network page.
10. Monitor and answer emails from the AdoptPAkids website, Adoption.com and Diakon websites.
11. Make follow up contact with clients to: ensure client satisfaction with SWAN providers, assure services have been provided in a timely manner, and/or complete any outstanding tasks related to matching events.
12. Assist with special projects as requested by immediate supervisor or designee.
13. Support the work of other statewide organizations in the adoption, foster, and post permanency field including, but not limited to PA Adoption Exchange, the Department of Health and Human Services, PA State Resource Family Association (PSRFA) and Diakon/Voce.
14. Work collaboratively with other Central Susquehanna Intermediate Unit (CSIU), Center for Schools and Communities (CSC) staff.
Data Collection:
1. Assist with monthly data collection, processing and reporting.
2. Collect monthly Matching Event information from affiliates and create Family Mass Email to go out to active registered families.
3. Work with family recruiters to disseminate child information in the matching process to active registered families.
Liaison:
1. Develop and maintain contacts with appropriate Central Susquehanna Intermediate Unit staff, Diakon/Voce service agencies and other related partners.
2. Attend Health and Human Services and Diakon/Voce-sponsored workshops regarding project implementation.
3. Participate in Center staff meetings and participate in special meetings and/or task force meetings.
4. Attend specified conferences to remain current in the field Information
Processing:
1. Assist in maintaining current address and phone lists of agencies and other entities involved in adoptive, foster and post permanency issues.
2. Establish and maintain accurate and confidential files to include a high-level of attention to detail with minimal errors.
3. Assist in creating workshops and trainings to present at quarterly meetings and conferences.
NON-ESSENTIAL DUTIES: Other duties as assigned by immediate supervisor or their designee.
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
1. Minimum requirement is a Bachelor’s degree in social sciences or a related field and three (3) years of relevant social services or helpline paid work experience; or an Associate’s degree and minimum six (6) years of relevant paid work experience
2. Knowledge of Pennsylvania Child Welfare and Mental Health Systems.
3. Bilingual abilities in both English and Spanish language preferred.
4. Excellent organizational and time management skills to prioritize the task based on project deadlines. Must be able to type accurately and maintain a high level of productivity. 5. Proficient in the use of Microsoft Office Suite and database software, Outlook, data entry, email, Google Drive and the ability to extract data to generate reports.
6. Adept at using virtual meeting platforms such as Skype, Zoom and Microsoft Teams.
7. Excellent data entry skills with minimal errors.
8. Ability to follow established workflows and templates required by contract matrix.
9. Ability to be flexible as policies and protocols change to best meet the needs of clients. 10. Ability to deal professionally with sensitive issues including maintaining confidentiality regarding education programs, students and parents at all times adhering to all applicable privacy requirements to protect child, student and staff data.
11. Ability to work independently or to contribute as part of a larger team including excellent interpersonal skills with ability to develop and maintain positive relationships and communications with colleagues and clients both internal and external.
12. Excellent communication, active listening, and telephone skills with high-level confidentiality skill and understanding of sensitive, person, emotional and confidential family information involving complex and diverse situations.
13. Must have ability to communicate and work effectively with clients, colleagues, co-workers, community agency personnel, and students/trainees.
14. Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situation.
15. Ability to maintain professional demeanor when dealing with difficult subject matter.
16. Skills to organize information in a succinct, user-friendly manner.
17. Ability to independently make decisions based on information given by clients in a timely and professional manner.
18. Ability to follow established workflows and templates required by contract matrix.
19. Ability to be flexible as policies and protocols change to best meet the needs of clients.
PROFESSIONAL DEVELOPMENT REQUIREMENTS:
1. Attend all required meetings and trainings to maintain accurate and current knowledge and skill sets related to programming.
2. Attend relevant conferences, trainings, and in-services to maintain and enhance professional development as recommended by the immediate supervisor or is required by the position.
ADDITIONAL ELIGIBILITY QUALIFICATIONS:
1. Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
2. Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.
PHYSICAL REQUIREMENTS:
1. Sedentary: Able to sit for extended periods of time, occasional walking, standing (as necessary) and able to lift and carry up to 25 pounds.
2. Dexterity: Finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.).
3. Audio-Visual Requirements: Within normal range with or without correction.
4. Is able to move throughout all buildings, floors, and grounds
5. Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
6. Mental demands: Steady response to unpredictable situations, ability to remain calm and productive during stressful situations. 7
. Demonstrates independent judgement, discretion and is able to manage multiple projects and deadlines. 8. Ability to travel to various work site locations and meetings as needed.
TIME AND SITE REQUIREMENTS:
1. This is a full time, non-exempt position following a 260 day, twelve-month schedule. Some evening hours and travel may be required. Working hours may change as required. Additional working hours must be pre-approved by immediate supervisor.
2. Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.
CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:
1. All property, including intellectual property, materials, equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
2. The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers, programs and services and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
3. The person employed in this position must adhere to all requirements identified in the code of professionalism entitled “Ambassadors Are Professionals Too” and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.
The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the Director of Human Resources of any and all reasonable accommodations that will be required.