Child Welfare Intake Clerk

Job Identification:

Position Summary:

The Intake Clerk performs a range of clerical and office support functions in a fast-paced, sensitive, and confidential environment This position serves as the first point of contact for the public and professionals reporting child welfare concerns, completing inquiries and ensures that all information is accurately recorded and promptly forwarded to appropriate staff for follow-up.

• Essential Job Functions:
  • Receive, monitor and document incoming calls, emails, faxes, and walk-ins reporting suspected child abuse or neglect.
  • Gather critical information using standardized intake forms and protocols.
  • Enter information accurately into child welfare case management systems and other data recording systems.
  • Determine the urgency of reports based on established guidelines and escalate time-sensitive cases to Intake Social Workers or Supervisors.
  • Maintain confidential case records and documentation in compliance with local, state, and federal regulations.
  • Provide general information to the public regarding reporting procedures and child welfare services.
  • Coordinate with law enforcement, schools, medical personnel, and other mandated reporters to clarify and complete intake information as needed.
  • Support cases workers by preparing files, organizing documentation, and assisting with office support functions.
  • Update spreadsheet and tracking system for monthly, quarterly and yearly reporting.
  • Request and submit records for children in care.
  • Request and order birth certificates and other needed documentation for file.
  • Perform other clerical duties such as filing, copying, scanning, and data entry.
  • Uphold client confidentiality and demonstrate professionalism in all interactions.
  • Participate in regular staff meetings and training to maintain up-to-date knowledge of reporting procedures, confidentiality requirements, and cultural responsiveness.
  • All other duties as assigned.

Non-essential Job Functions:

Some travel to various out-of-town meetings and/or training courses may be required.

Job Specifications:

Knowledge, Skills, and Abilities:

• The Indian Child Welfare Act (ICWA) and the importance to Tribal sovereignty.
• Administrative and clerical procedures, including filing, data entry, and recordkeeping.
• Cultural awareness, respect for Tribal sovereignty, and sensitivity to diverse community traditions and communication styles.
• Communicating clearly, calmly, and respectfully, both orally and in writing.
• Gathering and documenting accurate information from callers and professionals in potentially emotional or stressful situations.
• Entering and managing data with accuracy and attention to detail.
• Organizing files, reports, and records to ensure timely access and documentation.
• Managing multiple priorities and maintaining focus in a fast-paced, high-volume environment.
• Using sound judgment, tact, and courtesy when dealing with sensitive or confidential matters.
• Working effectively as part of a team and contributing to a positive, professional work environment.
• Follow established intake and documentation procedures and comply with all applicable Tribal, local, state, and federal requirements.
• Work independently with limited supervision while maintaining accountability and reliability.
• Remain calm, professional, and empathetic when handling distressing or emotional reports.
• Recognize and escalate urgent or high-risk situations to Intake Social Workers or Supervisors.
• Establish priorities, manage time effectively, and meet deadlines.
• Maintain a high level of confidentiality and discretion in all communications and records.
• Communicate with community members and service providers in a culturally appropriate manner.
• Learn new computer systems, data entry procedures, and intake protocols as needed.

Education & Experience:

• High school diploma or GED required
• Minimum 1 year of clerical or administrative experience, preferably in a social service, legal, or medical environment.
• Bachelor's Degree Preferred

Physical Abilities:

Must be able to sit or stand for prolonged periods of time, as well as regular reach above the shoulders; must be able to push, pull and lift up to and including 10 pounds without experiencing physical discomfort or pain.

Working Conditions:

The work is performed in an office environment with no disagreeable conditions.

Disclaimers:

This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.

This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized tribes. The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.

• The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).