Family Services Advocate

CAP Tulsa; Tulsa (OK); On-site; USD 36,000 - 52,000; Full time

Job summary

CAP Tulsa seeks a Family Engagement Specialist to work with families in our center-based and Learning at Home programs in Tulsa. You will partner with families to set goals, manage health records, and navigate health services according to state and federal regulations.

The role emphasizes family engagement, documentation, and referrals, with bilingual home language support as needed. You will maintain confidential records in ChildPlus and coordinate with schools and community partners.

Qualifications

• Associates degree in social work or closely related field, or equivalent experience.
• CFLE credential required within 18 months unless degree in related field.
• Minimum 2 years of related work experience.
• Bilingual English/Spanish or English/Zomi preferred.

Responsibilities

• Manage a caseload of families, ensuring regular touchpoints and documentation submission.
• Coordinate Family Success Plans and health development plans with families.
• Perform screenings and review medical/dental documentation; assist with exams as needed.
• Make referrals to medical/dental providers and connect families with community resources.
• Record-keeping in ChildPlus and other databases; generate weekly/monthly reports.
• Support home language activities and parent programming; provide interpretation as needed.
• Support emergency needs, family engagement events, and communications with schools.

Skills

Interpersonal relations

Confidentiality

Communication

Multitasking

Team collaboration

Education

Associates degree in social work or related field

CFLE credential within 18 months of hire

2 years of related work experience

Bachelor's degree preferred

Bilingual English/Spanish preferred

Tools

MS Office

ChildPlus database

Job description

Pay Range Job Code: 13

Job Summary

This position works closely and individually with families to support their success in our center-based and Learning at Home programs. Responsible for partnering with families of enrolled children to help facilitate family success in the areas of goal setting, child health records and medical home documentation, referrals for emergency support, monitoring certain compliance requirements, and support in home language as necessary. Responsible for working with families to develop and initiate Child Health Plans & Individual Health Development Plans and help navigate families through various health services available within the community to ensure that the unique health needs of children are met in accordance with state and federal regulations (HHS/OECP/OKDHS). Supports family engagement, organizes and promotes family connection events and facilitates group connections and parent programming. Manages an assigned caseload of families, ensuring regular touch points and the completion and submission of required documentation, including a Family Success Plan, health records and well child checks. Set precedent within limits and/or administers operating rules and procedures under management guidance. Performs advanced troubleshooting or analysis; uses judgment to select from known alternatives. Frequent interaction to provide various levels of information and regular interaction requiring detailed procedural explanations or technical responses.

Responsibilities/Essential Functions

• Family Enrollment Meetings: Provide personalized support to families of newly enrolled children by collecting required documents and discussing expectations regarding attendance and other important aspects of the program. Create a positive and engaging experience for both children and parents by addressing their unique needs, ensuring effective communication, and maintaining strong relationships through ongoing follow-up.
• Screening and documentation review: Responsible for activities involving compliance with applicable regulatory requirements as they relate to health/dental, including obtaining needed consents and releases. Review and analyze medical documentation and data on program participants to ensure accurate records are maintained. Perform screenings, assist with examinations, and perform any necessary follow-up (WCC, Lead, Sensory, Growth, and Dental) as needed.
• Referrals: Refer clients to various medical/dental providers and follow-up with providers and families as necessary. Foster positive relationships with families, children, school staff and collaborative community partners in order to navigate various medical/dental needs to obtain necessary medical/dental care or resources including, but not limited to: child’s initial health status, access to medical/dental care, medication, health concerns, health insurance, EPSDT (immunizations, well child visits, sensory screening status and laboratory screenings), or any other applicable needs. Coordinate and document financial assistance plans if families are unable to pay for health-related services.
• Record-Keeping: Submit health screening results to parents, schools, and partners; electronically attach and track highly confidential medical records in ChildPlus database system, state immunization and lead databases, and any other applicable record-keeping databases. Compile weekly and monthly reports as to daily work performance and status on screenings, exams, and follow-up progress.
• Special health needs: Implement and oversee care plans for children with special health care needs, monitor health records and contact parents regarding due dates; monitor health records for problems/restrictions and monitor child’s files as needed or requested.
• FSP and Referrals: Assess family strengths and needs and complete Family Success Plan. Collaborate with families to develop individualized goals to meet family needs. Provide support services for children and families including information and referral for emergency needs, linkage with community resources as needed, and referrals for crisis intervention to other community agencies. Partner with teachers, Parent Educators, and School Leaders to inform goal setting and to understand and help address any child or family needs. Follow up with families after three consecutive absences from school (in-person if possible).
• Parent Programming and Involvement: Encourage and support parent involvement in areas such as: Parent Connections and male involvement initiatives, as available and appropriate; parenting skill classes, whether provided by CAP Tulsa or others; Policy Council recruitment and elections. Organize and promote family connection events. Help facilitate group connections and parent programming. Provide resources on community events or offerings that may be useful for families.
• Provide home language support: Support parents in the following activities in their home language (Spanish/Zolai) as needed: (a) assist parents to complete screenings and assessments, including the ASQ-3 and ASQ-SE, in home language; (b) provide interpretation services during home visits/family conferences and meet the teacher/teacher conferences as needed; (c) provide interpretation services at FEMs, Policy Council meetings, Parent Connections as needed; (d) help complete ELL screenings for enrolled students as needed; (e) attend special diet meetings with families to provide interpretation as needed; (f) participate in Multidisciplinary Team meetings as needed.
• Perform other duties as assigned or requested.

Education/Experience

• Associates degree, preferably in social work or closely related field such as human services, family services, counseling, or a related field, or years of work experience commensurate with degree . Bachelors degree preferred.
• CFLE (certified family life education credential) within 18 months of hire unless candidate holds a degree (Associates or higher) in social work, human services, family services, counseling, or a related field.
• 2 years of related work experience.
• Bilingual (English/Spanish) or (English/Zomi) preferred.

Certification/license

• Must obtain a food handler's permit and CPR/First Aid Certification within 30 days of employment.
• Must obtain state certification for vision screening and medication administration certification within one year of employment.

Knowledge/Skills/Abilities

• Proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
• Able to work collaboratively and respectfully with families.
• Able to follow oral and written instructions with ability to read, interpret, and present information efficiently and effectively.
• Able to accurately audit records and ensure compliance with written or oral guidelines.
• Able to take initiative, multi-task and work well under pressure.
• Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc., and maintain confidentiality of child and family information.
• Intermediate MS Office skill and technical skills to data enter, pull reports, and navigate data systems such as ChildPlus.
• Advanced organizational skills, efficiency skills, and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.
• Understanding of Head Start performance standards and OECP program requirements.

Essential Physical & Mental Requirements

Employee is subject to standing, stooping, walking, lifting, and carrying objects throughout daily job performance. Must be able to lift and carry fifty (50) pounds. Will be required to travel in Tulsa County. Exposure to all weather conditions and regular traffic hazard. Driving is required frequently.