Process Coordinator

Minnesota Council of Nonprofits; Stillwater (MN); On-site; USD 42,000 - 52,000; Full time

Job summary

EVOLVE Family Services in Minnesota seeks an administrative support professional to assist foster care staff and families. You will handle paperwork, maintain client files, coordinate with providers, and help ensure compliance with state rules, deadlines, and agency standards.

This on-site role based in Oak Park Heights requires attention to detail, reliability, and strong communication, with occasional limited remote work and travel as needed.

Qualifications

• Background check and FBI clearance required.
• Prior experience in administrative support, social services, or customer service preferred.

Responsibilities

• Review and process foster care applications and referrals.
• Create, organize, maintain, and secure client files to ensure compliance and completeness.
• Work closely with Foster Care Family Workers to support clients and track progress.
• Complete regular file audits to ensure accuracy and compliance with MN rules.
• Conduct initial paperwork meetings with clients (in-person, in-home, or in-office).
• Provide front desk administrative support: greeting, mail, phones, and staff routing.

Skills

Self-Management

Communication

Emotional Maturity

Collaboration

Job description

Position Summary

This role provides key administrative support to staff and clients as part of the larger foster care team. The role provides direct assistance with paperwork and process related support to traditional and kinship foster parents to ensure compliance with Minnesota state rule and statute. This role requires strong attention to detail, self-management, communication, and collaboration skills to manage client files, coordinate with outside providers, support clients, and uphold deadlines.

Our Agency

At EVOLVE Family Services, we fight to build a world where everyone has nurturing, permanent, and supportive familial relationships. We accomplish this by connecting youth with adults, by giving adults the tools to succeed, and by giving youth a voice in a system that has been developed from a place of oppression. We serve youth and families across Minnesota and western Wisconsin, often within and alongside the child welfare system. We serve all, regardless of race, religion, age, economic status, sexual orientation, gender identity, gender expression, or marital status. EVOLVE is an antiracist, anti-oppressive agency, and expects our workforce to hold one another accountable for continued growth. Please our standards of antiracism and anti-oppression HERE.

Core Competencies

Self-Management: Ability to regulate one’s behaviors, thoughts, and emotions in a productive way. Uses mastery of self-control to manage one’s time, workflow, and communication. Desires to produce, and effectively delivers on assigned priorities. Takes direction and moves forward in execution.

Communication: Listens and expresses self effectively and in a manner that reflects a true understanding of the needs of the audience. Seeks first to understand the other person’s point of view and remains calm in challenging situations. Listens for understanding and meaning; communicates effectively orally and in writing.

Emotional Maturity: Demonstrates effective interpersonal skills. Pursues Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Accurately assesses personal feelings, strengths, and limitations and how they impact relationships.

Collaboration: Builds rapport and relates well with others. Nurtures relationships with others. Serves as an agency and community leader; uses influence to move projects and initiatives forward. Works cohesively with people from across diverse backgrounds and working styles.

Essential Functions

1. Review and process foster care applications and referrals.


2. Create, organize, maintain, and secure client files and information to ensure compliance and completeness.


3. Work closely with Foster Care Family Workers to support clients and track their progress through the process.


4. Complete regular file audits to ensure accuracy and completion in compliance with MN rule and statute.


5. Complete initial paperwork meetings with clients including offering in-person, in-home or in-office meetings.


6. Provide front desk administrative support which includes strong customer service, greeting, handling mail, answering agency phones and directing to appropriate staff within EVOLVE.


7. Respond to inquiries via phone and email; explain program options and services to prospective clients.


8. Facilitate informational meetings to prospective foster parents in both group and individual settings.


9. Enter client data into the agency’s database system and monitor dates for compliance with regulators.


10. Conduct all required background checks for MN families.


11. Provide administrative support regarding agency training for families.


12. Assist in facilitating foster care education sessions for clients, as well as community outreach.


13. Review families’ home studies for accuracy of information and grammatical edits.


14. Engage in supervision for case updates, consultation, challenges, needed support, and agency expectations.


15. Participate in monthly discussions or learnings about anti-oppressive practice at team meetings.

These are intended to describe the general nature and level of work for this role. It is not an exhaustive list of all responsibilities, duties and skills required for this job. Additional functions within the same scope are expected.

Requirements and Desired Experience

This person must be able to pass a background check and FBI clearance check. This role requires reliable transportation, a current driver’s license, acceptable driving record, and current vehicle insurance in good standing. Prior experience in administrative support, social services, or customer service desired and strongly preferred.

Work Environment

This on-site role is for a Minnesota or Wisconsin based employee who can reliably commute to Oak Park Heights, MN. The EVOLVE workspace is open air with close proximity to other Process Coordinators. The EVOLVE office is a pet-friendly workplace. This is an on-site position, and the Process Coordinator is expected to be in the office daily, with occasional flexibility for limited remote work. All employees are provided with a laptop to work from home as needed, provided the employee maintains high-speed internet and cell phone service. This role requires sitting for extended periods of time at a desk, while utilizing a computer to complete work. The hours of this role typically fall between 8:30a-4:30p with some afterhours required to meet families when they need. For families that require in-home intake services, this role would be responsible for traveling to homes. This role occasionally has eveni
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