Adoptions Assistance Program Support Associate
DataStaff, Inc. is currently seeking an Adoptions Assistance Program Support Associate for a contract-to-hire opportunity with one of our direct clients in Wisconsin.
*This is a Remote position, but candidates must reside in Wisconsin.
Overview:
Within the State of Wisconsin Department of Children and Families, Division of Safety and
Permanence, in the Bureau of Permanence and out of Home Care, under the general supervision of the Section Manager of the Adoptions and Post Permanency Supports Section, this position provides assistance to the Adoption Assistance Program. The Adoption Assistance Program is intended to provide support adoptive parents raising a child with special care needs who meet the eligibility criteria for adoption assistance in accordance with WI Admin Code Ch. DCF 50.
This position provides general administrative support to the Adoption Assistance Program and works closely with the Program and Policy Analysts in the Adoption and Post Permanency.
Section to track and process adoption assistance applications and amendment applications for public, private and tribal adoptions. This includes direct communication with adoptive parents and adoption professionals through phone, mail, and email correspondence related to submitted AA applications, related documents and agreements, including sending notices and forms to families for completion. This position performs complex program related functions including reviewing, analyzing, and processing documents related to Adoption Assistance. Processing these documents requires the ability to look up and enter basic information into databases and forwarding the documents to the appropriate agency/party. This position is also responsible for tracking AA amendment renewal dates, sending notices and sending approval/denial letters.
This position can be up to 95% remote. In person attendance requirements include Division, Bureau, and section meetings.
Responsibilities:
- The Quality Improvement Specialist is responsible for the development, implementation, and monitoring of quality improvement initiatives aimed at enhancing healthcare outcomes for Medicaid beneficiaries.
- Provide Adoptions Assistance (AA) program support activities to ensure prompt, efficient responses to families and agencies related to adoption assistance applications, amendments requests, and option to continue applications.
- Oversee a system of handling a high volume of mail, email, and phone inquiries from adoptive parents and adoption agencies.
- Manage and update tracking spreadsheets for AA Amendments, Private/Tribal AA agreements, and Public Adoption agreements.
- File submitted documents in electronic filing systems under the appropriate child in accordance to tracking/organization system.
- Create new AA cases in eWisacwis for new private and tribal agreements.
- Run reports and send notices of expiration and termination. Provide administrative program support to supervisory and professional staff within the Adoption Assistance Programs.
- Monitor Adoption assistance email boxes for submitted documents and confirm receipt of documents (DCF AA Eligibility; DCF AA Amendments).
- Assist with scanning, mailing, and emailing materials as directed.
- Uploaded/scan submitted documents to the appropriate eWisacwis case.
- Monitor voicemail box specific to requests for forms and forward policy related questions to appropriate staff.
- Other Duties as Assigned
- Assist on projects and programs as directed by supervisor.
- Attend DSP meetings for collaboration, ongoing learning, collaboration and connection to program staff. Includes division wide (DSP); Bureau (BPOHC); Section (APPS); and status meetings with section manager and program and policy analysist.
Skills:
- Preferred Bachelor's Degree from an accredited college; but High School Diploma or equivalent required.
- Strong organizational, communication, and time management skills.
- Experience providing administrative support in a professional setting (sending notifications, responding to emails, tracking information, etc).
- Experience performing data entry in a professional setting (entering/uploading documents received into electronic systems, sending notice to families, saving/organizing submitted materials, entering data onto tracking spreadsheets, scanning documents etc.).
- Experience working with distance meeting technology (Microsoft Teams or Zoom).
- Experience working with Microsoft Office products (Word for drafting letter; Excel for collecting and tracking data; Outlook for email and scheduling meetings, and Adobe Acrobat reader).
- Extensive knowledge of office management practices and procedures
- Extensive knowledge of business English, spelling and composition of letters and memoranda.
- Considerable knowledge of Division programs and goals, policies and operation needs.
- Ability to meet and deal effectively with people and maintain an effective working relationship with staff and public officials.
- Ability to work independently, setting own priorities to meet the demands of the position.
- Ability to utilize appropriate and sensitive discretion in dealing with confidential communications and situations.
- Attend in person meetings as required by the Section Manager.
This opportunity is available as a W2 position with a competitive benefits package. DataStaff, Inc. offers medical, dental and vision coverage options as well as paid vacation, sick and holiday leave. As many of our opportunities are long-term, we also have a 401K program available for employees after 6 months.