Post Adopt Annual Review Coordinator

Job Title: Annual Review Coordinator

Classification: Full-time, Exempt

Program: Post-Adopt Annual Review Program

Accountability: Post-Adopt Annual Review Program Manager

Job Summary: Responsible for generating annual notification letters and tracking DCS Post Adoptive

families receiving adoption assistance to fulfill the requirements of Public Chapter 163

legislation as it relates to post-adoption monitoring.

Essential Functions:

· Processes DCS generated annual notices/requests to DCS post-adoptive families requesting verification from medical, mental health, or education providers which confirms service to the child (children) or school attendance within the past year.

· Processes DCS generated follow-up notices to identified families when verification is not received within prescribed timeframes.

· Initiates follow up via email/phone calls to non-compliant families per the provided timeline.

· Captures and tracks required compliance through TFACTS and the ARP or the identified tracking system.

· Coordinates and documents well-being visits, as requested by DCS, when verification is not received or there is an indication that a visit is warranted.

· Compiles necessary monthly and annual reports.

· Documents all correspondence with adoptive families utilizing email correspondence, phone communication, and/or postal mail to communicate.

· Updates the ARP and TFACTS as needed (e.g., new mailing address, email, phone numbers).

· Notifies the DCS assigned subsidy/Permanency Specialist of changes in family contact information.

· Processes, validates, and approves documentation received from the adoptive family within 5 working days of receipt.

· Responds to the family within 24 hours of initial receipt of paperwork confirming receipt of documents.

· Responds to family upon completion of review.

· Reaches out to family when further documentation or information is needed to complete review.

· Communicates with the adoptive family when documentation is insufficient or incomplete within 5 working days of initial receipt.

· Notifies Post-Adopt Annual Review Program Manager when adoptive family refuses to comply with the request for documentation to support Annual Review.

· Refers adoptive families to the appropriate DCS Subsidy Specialist when they have questions unrelated to the Annual Review Process.

· Monitors the EI email box on designated day (typically one day per week) during working hours (8am -5pm), checking no less than once per hour.

· Forwards each incoming email to the assigned ARC, sends a preliminary response to the parent/DCS worker who sent the email. Marks the correct file as received with the date in the ARP.

Administrative and Other Functions:

· Responsible for maintaining DCS programming compliance with expectations outlined in the state contract(s), and with the auditing arm of Finance and Administration and with COA standards.

• Responsible for the timely submission of documentation (expense report, activity reports, PTO requests).
• Participates in all Harmony staff meetings, team meetings and sponsored trainings to include, but not limited to completion of mandatory trainings to support compliance with COA standards and professional best practices.
• Engages in individual and group professional development activities.
• Adheres to Harmony’s policy regarding ethical and professional codes of conduct.
• Engages with and works cooperatively with fellow team members and other agency personnel.
• Other job responsibilities as assigned by the Post-Adopt Annual Review Program Manager and/or negotiated to meet the needs of the agency.
• Communicates professionally with DCS staff.

Other Responsibilities:

· Assists with special events and projects as needed.

· A valid driver’s license, automobile insurance, and reliable transportation is required.

· Ability to lift 10 pounds.

· Must clear all Harmony required pre-employment background checks. No personnel shall be employed who has been convicted of any offense against another person.

• Ability to contribute to discussion in team meetings and other groups.
• Position is a minimum of 40 hours per week.

· The position is based from employee’s home office and requires 40 hours of work (at a minimum) between Sunday to Saturday of each week.

· Occasional travel to the Harmony office, Montvale or another designated location for meetings, All Staff gatherings, retreats, etc.

Job Specifications:

· Associate or bachelor’s degree in a related field preferred, but not required.

· Experience in the field of child welfare and adoption preferred.

· Excellent computer and data management skills: Microsoft Office Word, Excel, Google Docs, Adobe.

· Ability to work independently as well as with a team.

· Creative thinking and problem-solving skills.

· Ability to manage multiple tasks efficiently and effectively.

· Strong organizational skills, self-directedness, and high ethical work standards.

· Capacity to communicate clearly and effectively via email or phone.

· Confidence, desire, and ability to work cooperatively with various entities and DCS stakeholders.

Job Type: Full-time

Pay: $38,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Location:

• Chattanooga, TN (Required)

Work Location: Remote