Title IV-E Program Specialist

Job Identification:

Position Summary:

The Title IV-E Program Specialist supports the development, implementation, and ongoing administration of the Quapaw Nation Title IV-E Foster Care and Adoption Assistance Program. The Specialist works closely with the Child & Adult Welfare Manager, Finance Department, Tribal Court, legal staff, child welfare staff, and federal partners to establish and maintain the fiscal, eligibility, documentation, data, and compliance systems required for the Tribe's Title IV-E program.

During the Title IV-E plan development period, the Specialist will assist with development of policies, procedures, fiscal systems, cost allocation processes, eligibility procedures, data tracking, and documentation necessary for submission and implementation of the Quapaw Nation Title IV-E Plan.

Essential Job Functions:

• Assist the ICW Manager with development, implementation, and maintenance of the Quapaw Nation Title IV-E Plan.
• Develop and maintain Title IV-E fiscal, eligibility, claiming, and documentation procedures in coordination with ICW and Finance.
• Review case information and supporting documentation to determine and document Title IV-E eligibility in accordance with applicable requirements.
• Maintain accurate Title IV-E eligibility records and supporting documentation for children served by the program.
• Assist in developing procedures for foster care maintenance payments, adoption assistance, and other applicable Title IV-E expenditures.
• Coordinate with Finance to identify allowable expenditures, track program costs, reconcile expenditures, and prepare federal financial claims and reports.
• Assist with development and implementation of the Tribe's Title IV-E cost allocation methodology and maintain supporting documentation.
• Monitor expenditures and supporting records to ensure costs charged to Title IV-E are allowable, allocable, reasonable, and adequately documented.
• Work with ICW staff to ensure case records contain required legal, placement, eligibility, case planning, and service documentation.
• Coordinate with Tribal Court and ICW staff to track required court findings, hearings, reviews, and other documentation affecting Title IV-E eligibility or reimbursement.
• Assist with development and revision of ICW policies, procedures, forms, workflows, and internal controls related to Title IV-E.
• Work with the ICW Manager and OneTribe to develop and maintain data fields, reports, and tracking systems necessary for Title IV-E administration.
• Maintain organized records supporting federal monitoring, reviews, audits, and claims.
• Conduct routine internal reviews of Title IV-E cases and financial documentation and notify the ICW Manager of identified compliance concerns.
• Assist with preparation and submission of required federal programmatic and financial reports.
• Participate in Title IV-E training, federal technical assistance, implementation meetings, and consultation with the Children's Bureau.
• Provide technical assistance to ICW staff regarding Title IV-E documentation and program requirements.
• Track implementation activities, deadlines, corrective actions, and other requirements associated with Title IV-E plan development.
• Maintain confidentiality of child welfare, financial, and personally identifiable information.
• Perform other duties related to Title IV-E program development and administration as assigned.

Title IV-E Plan Development Responsibilities:

During the initial Title IV-E development period, this position will be responsible for:

• Assist with a comprehensive assessment of existing Quapaw Nation child welfare policies, procedures, financial systems, court processes, and data systems against Title IV-E requirements.
• Maintain the Title IV-E Implementation and Compliance Tracker.
• Assist in drafting fiscal and administrative portions of the Title IV-E Plan and supporting documentation.
• Coordinate collection of policies, tribal codes, court procedures, forms, agreements, financial procedures, and other evidence required for plan approval.
• Participate in meetings with Children's Bureau staff and technical-assistance providers.
• Assist with development and testing of eligibility, claiming, payment, cost-allocation, and reconciliation processes before implementation.
• Help transition the department from the plan development phase to ongoing Title IV-E administration following federal approval.

Non-essential Job Functions:

• Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives.
• Perform other related duties as assigned.

Qualifications

Job Specifications:

     Knowledge, Skills, and Abilities:

• Strong verbal and written communication skills and the ability to communicate professionally with coworkers, tribal leadership, Finance, courts, state and federal agencies, auditors, contractors, and other professionals.
• Strong organizational skills, attention to detail, and ability to maintain accurate financial, eligibility, program, and compliance records.
• Ability to interpret, understand, and apply federal regulations, program requirements, policies, procedures, and other technical guidance.
• Ability to learn and apply Title IV-E requirements related to foster care, adoption assistance, eligibility, financial claiming, program administration, and documentation.
• Ability to review case, court, placement, financial, and other records to identify required documentation and potential compliance concerns.
• Ability to maintain strict confidentiality regarding sensitive child welfare, financial, court, and family information.
• Ability to accurately gather, organize, analyze, document, and communicate detailed information.
• Ability to reconcile information across case management, finance, eligibility, and other records and identify discrepancies requiring follow-up.
• Ability to assist with financial tracking, expenditure documentation, reconciliation, federal reporting, cost allocation, and preparation of supporting documentation for reimbursement or claiming.
• Ability to prioritize multiple responsibilities, manage competing deadlines, and maintain organized records in a detail-oriented regulatory environment.
• Ability to work independently with limited direct supervision while recognizing when matters require consultation with the ICW Manager, Finance Department, federal partners, or other appropriate personnel.
• Ability to assist with the development, implementation, and revision of policies, procedures, forms, workflows, internal controls, and tracking systems.
• Knowledge of basic accounting, budgeting, financial recordkeeping, grants management, eligibility determination, or reimbursement processes is preferred.
• Knowledge of child welfare, Title IV-E, Title IV-B, federal grants, Medicaid, TANF, or other federally funded human services programs is preferred.
• Knowledge of the Indian Child Welfare Act (ICWA), tribal child welfare, tribal sovereignty, and tribal government operations is preferred.
• Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint, and the ability to learn case management, financial, and data tracking systems.
• Ability to compile information and assist in the preparation of financial, programmatic, compliance, and management reports.
• Ability to establish and maintain effective working relationships with ICW staff, Finance, Tribal Court, tribal departments, federal and state partners, and outside agencies.
• Ability to exercise sound judgment, discretion, accuracy, professionalism, and accountability when working with financial and confidential information.
• Ability to work effectively as part of a multidisciplinary team and coordinate activities across programmatic, fiscal, legal, court, and administrative functions.
• Ability to communicate appropriately and respectfully with members of the Quapaw Nation and surrounding communities.
• Willingness and ability to participate in applicable training and technical assistance related to Title IV-E, federal financial management, eligibility, cost allocation, child welfare, ICWA, federal reporting, compliance, and other relevant topics.
• Ability to obtain a favorable adjudication certification within 90 days of hire.
• Must successfully pass a tribal background investigation and drug screening.
• Must maintain a valid driver’s license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy.

Education:

• Associate's degree in accounting, finance, business administration, public administration, human services, social work, or a related field is required;OR an equivalent combination of relevant education, training, and experience.
• Bachelor's degree in accounting, finance, business administration, public administration, social work, human services, or a related field is preferred.

Experience:

• Minimum of two (2) years of relevant experience in financial administration, accounting, eligibility determination, grants management, program administration, compliance, reimbursement, social services, or a related field is preferred.
• Experience with Title IV-E, Title IV-B, Medicaid, TANF, federal grants, or another federally funded human services program is strongly preferred.
• Experience with federal reimbursement, eligibility determination, cost allocation, financial reporting, audits, monitoring, or regulatory compliance is preferred.
• Experience working within a child welfare, social services, tribal government, state government, nonprofit, financial, or other regulated program environment is preferred.
• Experience working with tribal governments or tribal child welfare programs is preferred.
• Experience handling confidential, financial, eligibility, or other sensitive information is required.

Physical Abilities:

• Ability to sit or stand for extended periods and perform tasks that require reaching above shoulder level.
• Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 10 pounds.
• Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.
• Ability to travel occasionally for meetings, training, seminars, or professional development opportunities.

Working Conditions:

• Work is performed primarily in an office environment with minimal exposure to disagreeable conditions.
• Must maintain professionalism, confidentiality, and cultural sensitivity while working in a diverse environment.
• The position involves regular interaction with the public and professionals and may involve exposure to sensitive, distressing, or emotionally difficult information related to child abuse and neglect, vulnerable adults, family crises, and juvenile matters.
• Occasional in-state and out-of-state travel may be required.

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).