Under the direction of the Executive Director, provides leadership for Help Me Grow Central Intake under Lucas County Family and Children First Council (LCFC),
Serves as Manager for Central Intake and Referral program (CIR), under state-funded Bright Beginnings, and Department of Children and Youth (DCY).

ESSENTIAL FUNCTIONS

Under the direction of the Executive Director, the Central Intake and Outreach Program Manager’s responsibilities are divided between:

• Managing the Northwest Region Central Intake program for Lucas County Family Council with support from the Executive Director and the Intake Supervisor.

• Overseeing the daily outreach operations for all programs under Help Me Grow Central Intake for the Northwest Ohio region, including hiring, training and development of staff, developing outreach plans based on data and knowledge of county needs, implementing established processes and procedures to manage travel, reports, and outreach activities, and reporting;

• Providing direct supervision to the outreach staff working in 15 counties in NW Ohio to promote public awareness of Help Me Grow with a focus on home visiting programs, and generate referrals from a wide variety of referral sources;

CENTRAL INTAKE FUNCTIONS

1. Supervises outreach staff and Central Intake and Referral Intake Supervisor and provides training, development, and guidance as needed.
2. Troubleshoots and resolves issues related to staffing and outreach and reports issues to Bright Beginnings and/or the Executive Director as needed.
3. Extracts data to produce reports related to intake and outreach activity as needed for internal monitoring and reporting to Bright Beginnings.

4. Monitors performance measures using tools provided by Bright Beginnings and submits monitoring reports monthly.

5. Collects data from staff on a weekly and monthly basis and produces reports for internal monitoring and reporting to Bright Beginnings.

6. Supports outreach staff in building strong relationships with referral sources. Coordinates outreach activities throughout the region based on the outreach plans developed for each county.

7. Provides a monthly schedule of individual and group/team supervision to the outreach staff and Intake Supervisor. Completes annual performance reviews including setting and reviewing professional development goals for each staff member.

8. Signs and submits time and effort logs and leave requests of outreach staff to LCFC payroll staff timely.

9. Ensures staff complete required training within 30 days of hire and have access to ongoing professional development outlined in the professional development plan.

10. Obtains, modifies, or creates promotional materials and informational resources to promote Help Me Grow programs and initiatives, including fliers, newsletters, website and social media content in coordination with the statewide community engagement plan.

11. Ensures implementation of the outreach and engagement plan developed by BB to ensure awareness and engagement of all Help Me Grow (HMG) programs and services within the region

12. Ensures the submission of the outreach reports.

13. Communicates with HMG providers to discuss potential outreach efforts and collaborations.

14. Ensures communications and materials comply with state directives around logos, color, branding, and other requirements, and are submitted to BB for approval prior to purchase or dissemination; utilization of BB and state approved marketing materials and promotional items; and communications regarding infant feeding and safe sleep conform to state policies.

15. Updates information from all counties in the region for the statewide community resources directory for expectant parents and parents of infants and toddlers.

16. Participates in continuous quality improvement efforts and training by Bright Beginnings related to outreach or overall central intake functions.

17. Participates in regional partner calls, site visit calls, and outreach calls with Bright Beginnings.

18. Responds to information requests from community agencies, provides promotional materials via mail, and attends committee meetings. Assesses which community events are the best use of the organization’s time and resources and will generate the most referrals for the home visiting programs in the region.

19. Monitors staff needs for office and technology supplies and postage. Communicates supply needs to the Fiscal Specialist to make a purchase request. Works with the ECPA to track supplies spending to stay within budget.

20. Places IT work orders and office work orders with the Fiscal Specialist.

21. Supervises Central Intake (CI) Supervisor to provide onboarding and ongoing guidance, direction and support, and works the CI Supervisor to:
    • participate in calls with BB and the other regional partners to discuss intake, outreach, and review progress toward contract requirements and state rule changes or guidance; and
    • participate in statewide continuous quality improvement (CQI) efforts and additional required trainings as needed.
    • ensure staff adhere to the professional development plan developed by BB and its regional partners, including staff requirements and required training;
    • ensure available resources for families and/or upcoming events are shared with staff;
    • review and provide input on information in the Community Resource Directory for the region; and use the directory to meet the needs of families from pregnancy through age 5;
    • ensure staff answer phone calls during the hours and days required by BB, provides voicemail instructions for callers, and return messages, faxes and email by the next business day;
    • review and provide input on information in the Community Resource Directory for the region; and use the directory to meet the needs of families from pregnancy through age 5;
    • ensure staff adhere to the procedural guide provided by BB for facilitating system and program referrals;
    • ensure troubleshooting of referral issues with BB;
    • ensure documentation of county transfers in the data systems;
    • ensure monitoring staff performance related to the quality assurance plan developed by BB; ensures quality assurance reports (record reviews and call logs) are submitted monthly;
    • ensure staff maintain a home visiting wait list by contacting parents at least every 30 days and assigning them to a program and provider when available; provides monthly wait list reports to home visiting providers as applicable; and ensures staff do not place children referred to early intervention on a wait list; and

    • ensure staff maintain procedural safeguards that protect the confidentiality and privacy of program participants.

CENTRAL INTAKE CONTRACT MANAGER FUNCTIONS

Ensures compliance with annual contract with Bright Beginnings (BB) (or its successor for leading the state central intake and referral system) to manage Early Childhood Central Intake and Referral System (ECCIRS) for the NW Region of Ohio, including:

• Ensures full execution of the contract and Business Associate Agreement with the Educational Services Center of NE Ohio and BB.
• Works with LCFC’s Fiscal Officer to submit a budget and associated documentation according to BB’s requests and timeline; ensures Fiscal Officer submits expenditure reports; ensures contract funds are utilized as appropriate.
• Ensures the minimum staffing outlined in the contract for carrying out intake, outreach, and supervision responsibilities.
• Ensures ECCIRS activities comply with state rules for Help Me Grow and Early Intervention (OAC) and federal regulations for Early Intervention (34 CFR Part 303), and are approved by BB prior to initiation.
• Ensures the ECCIRS serves as the single point of entry and access for all state and federally funded home visiting and community health worker (CHW) programs and the early intervention program in the region.
• Implements the operational plan developed by BB for carrying out ECCIRS activities.
• Notifies BB of any issues or concerns regarding the local political landscape related to stakeholders, policymakers, and the community
• Works with BB to develop MOU’s and business associate agreements with home visiting programs outside of OCHIDS data system, and with other community resources for information exchange and referrals
• Ensures local implementation of central intake in NW Ohio, including:
• Works with BB and LCFC administrative teams to address any issues related to contract, budget, program changes and concerns.

GENERAL FUNCTIONS

• Supervises Help Me Grow Outreach Specialists, and Central Intake Supervisor.
• Approves staff mileage, car rental, training, purchase, leave, and Comp/Overtime requests; reviews and signs time and effort logs weekly;
• Participates in supervision with the Executive Director; provides regular program updates;
• Participates in monthly LCFC Leadership meetings with the Executive Director, Fiscal Officer, and program managers;
• Collaborates with LCFC program managers to coordinate programs and services for children, youth, families, and staff;
• Attends all Full Council and Executive Committee meetings as requested;

MINIMUM QUALIFICATIONS

• Bachelor’s degree from an accredited college or university required.

• Minimum of two (2) years of work experience in early childhood or human services, experience in home visiting, community health worker (prenatal), and/or early intervention programs preferred.

• Minimum of two (2) years of supervisory experience required.

• Minimum of two (2) years of professional experience in program management and supervision in programs serving children, youth, and families.