Title IV-E Program Specialist

Quapaw Nation Careers•Miami, OK

20d•Onsite

About The Position

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 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 program. During plan development, the Specialist helps develop policies, procedures, fiscal systems, cost allocation processes, eligibility procedures, data tracking, and documentation for submission and implementation of the Quapaw Nation Title IV-E Plan. The role supports Title IV-E eligibility reviews and records, foster care maintenance and adoption assistance procedures, expenditure tracking and reconciliation, federal financial claims and reports, cost allocation, case documentation, court documentation, internal controls, data systems, audit and monitoring records, internal reviews, and technical assistance for ICW staff. It also assists with federal programmatic and financial reporting, training, implementation tracking, and maintaining confidentiality of child welfare, financial, and personally identifiable information. During the initial plan development period, the Specialist helps assess existing child welfare policies, procedures, financial systems, court processes, and data systems against Title IV-E requirements; maintains the implementation and compliance tracker; drafts fiscal and administrative plan sections; coordinates collection of supporting evidence; participates in meetings with Children's Bureau staff and technical-assistance providers; tests processes; and supports the transition to ongoing administration following federal approval. The position is full-time, non-exempt, safety-sensitive, and based at the Ki-Ho-Ta Center in Miami, Oklahoma. It reports to the Child & Adult Welfare Program Manager. Work is primarily in an office environment, with regular interaction with the public and professionals and possible exposure to sensitive or distressing information concerning child abuse and neglect, vulnerable adults, family crises, and juvenile matters. Occasional in-state and out-of-state travel may be required. A valid driver's license is required.

Requirements

Associate's degree in accounting, finance, business administration, public administration, human services, social work, or a related field, or an equivalent combination of relevant education, training, and experience.
Experience handling confidential, financial, eligibility, or other sensitive information is required.
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 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 gather, organize, analyze, document, and communicate detailed information accurately.
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 reimbursement or claiming documentation.
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 and recognize when consultation with the ICW Manager, Finance Department, federal partners, or others is needed.
Ability to assist with development, implementation, and revision of policies, procedures, forms, workflows, internal controls, and tracking systems.
Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint, and ability to learn case management, financial, and data tracking systems.
Ability to compile information and assist with 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 handling financial and confidential information.
Ability to work effectively on 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.
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.
Ability to sit or stand for extended periods and perform tasks requiring 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.
A designated candidate must successfully complete a pre-employment drug screen, criminal background check, and confirmation of professional references.

Nice To Haves

Bachelor's degree in accounting, finance, business administration, public administration, social work, human services, or a related field.
Knowledge of basic accounting, budgeting, financial recordkeeping, grants management, eligibility determination, or reimbursement processes.
Knowledge of child welfare, Title IV-E, Title IV-B, Medicaid, TANF, or other federally funded human services programs.
Knowledge of the Indian Child Welfare Act (ICWA), tribal child welfare, tribal sovereignty, and tribal government operations.
At least two years of relevant experience in financial administration, accounting, eligibility determination, grants management, program administration, compliance, reimbursement, social services, or a related field.
Experience with Title IV-E, Title IV-B, Medicaid, TANF, federal grants, or another federally funded human services program.
Experience with federal reimbursement, eligibility determination, cost allocation, financial reporting, audits, monitoring, or regulatory compliance.
Experience in child welfare, social services, tribal government, state government, nonprofit, financial, or another regulated program environment.
Experience working with tribal governments or tribal child welfare programs.
Hiring preference is given first to qualified Quapaw Nation members, then spouses and caregivers of Quapaw Nation members, and then members of other federally recognized tribes.

Responsibilities

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 with ICW and Finance.
Review case information and supporting documents to determine and document Title IV-E eligibility.
Maintain accurate eligibility records and supporting documentation for children served by the program.
Help develop 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 developing and implementing the Tribe's Title IV-E cost allocation methodology and maintain its supporting documentation.
Monitor expenditures and 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 court findings, hearings, reviews, and other documentation affecting eligibility or reimbursement.
Assist with developing and revising 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 for Title IV-E administration.
Maintain 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 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 requirements.
Track plan-development implementation activities, deadlines, corrective actions, and other requirements.
Maintain confidentiality of child welfare, financial, and personally identifiable information.
Assist with assessment of existing 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 needed for plan approval.
Assist with development and testing of eligibility, claiming, payment, cost-allocation, and reconciliation processes before implementation.
Help transition the department from plan development to ongoing Title IV-E administration following federal approval.
Attend meetings, seminars, workshops, and training sessions as required.
Perform other related duties as assigned.