FSS Intake Supervisor

General Description :

The Intake Supervisor is responsible for the management and oversight of all intake, referral, pre-admissions, and admissions activities within the Foster Care Program. This position directs and supervises Intake Specialists and ensures the timely, accurate, and compliant processing of referrals, placement determinations, documentation, billing coordination, and reporting.

The Intake Supervisor exercises independent judgment in admission and placement decisions within program guidelines and is accountable for regulatory compliance, fiscal accuracy related to intake functions, quality assurance, and daily capacity management. The role ensures that children are placed appropriately, safely, and in accordance with state regulations and agency policies.

Duties and Responsibilities:

• Program Management and Intake Oversight
  • Manage the daily operations of the intake and admissions process for the Foster Care Program.
  • Review and approve referral screenings and placement matching conducted by Intake Specialists.
  • Exercise independent judgment in approving or denying admissions within program guidelines.
  • Escalate high-risk or complex referrals to the Program Director as appropriate.
  • Confirm service-level determinations and ensure alignment with regulatory and funding requirements.
  • Monitor and maintain daily bed availability and program capacity targets.
  • Ensure timely distribution of referral packets and facilitate interdisciplinary intake decision-making.
  • Prepare and approve admissions summaries for distribution to appropriate stakeholders.

Supervision and Personnel Management

• • Provide direct supervision to two Intake Specialists.
  • Conduct hiring interviews and provide hiring recommendations.
  • Conduct performance evaluations and establish measurable performance goals.
  • Provide ongoing coaching, training, and professional development.
  • Initiate and recommend corrective action or disciplinary measures when necessary.
  • Approve timecards, leave requests, and monitor workload distribution.
  • Ensure continuity of intake operations during staff absences or high-volume periods.

Regulatory Compliance and Quality Assurance

• • Ensure intake processes comply with state foster care regulations, licensing standards, and agency policies.
  • Conduct periodic internal audits of intake files for completeness, accuracy, and compliance.
  • Develop and implement corrective action plans when deficiencies are identified.
  • Maintain readiness for state licensing reviews and monitoring visits.
  • Stay informed regarding CASSP principles, permanency planning standards, trauma-informed practices, and cultural competency expectations.
  • Ensure that placements meet safety and appropriateness standards.

Fiscal Oversight and Reporting

• • Oversee and approve monthly billing reports related to resource parent payments prior to submission to Fiscal.
  • Ensure intake documentation supports billing accuracy and funding compliance.
  • Monitor service levels, placement movements, discharges, and new admissions for fiscal and program impact.
  • Prepare and submit monthly intake demographic and utilization reports.
  • Identify trends affecting budgeted placement levels and notify leadership of variances.

Cross-Department Collaboration

• • Serve as liaison between referral sources, providers, licensing staff, fiscal department, medical personnel, and program teams.
  • Collaborate with foster care and training managers to identify optimal placement options.
  • Coordinate with licensing staff regarding re-licensing and credentialing timelines for resource homes.
  • Participate in agency meetings, committees, audits, and quality improvement initiatives.

Direct Service Support

• • Carry a limited caseload (up to five homes or clients) as needed to stabilize program overages or high-volume periods.
  • Support intake interviews and placement coordination during peak demand.

Other Duties

• • Perform additional duties as assigned to support program operations and agency objectives.

Qualifications

Education

• • Bachelor’s degree in Social Work, Human Services, Psychology, or related field required.
  • Master’s degree preferred.

Experience

• • Minimum of 3 to 5 years of experience in foster care, child welfare, or related human services.
  • Prior supervisory or lead experience preferred.
  • Experience with electronic case management systems required.

Knowledge

• • Knowledge of foster care placement processes and service-level determinations.
  • Understanding of state child welfare regulations and licensing requirements.
  • Familiarity with documentation standards required for billing and compliance.

Competencies

• • Leadership and staff development
  • Decision-making and problem-solving
  • Regulatory compliance oversight
  • Data accuracy and reporting
  • Cross-department collaboration
  • Time management and prioritization
  • Strong written and verbal communication
  • Cultural competency and trauma-informed practice

Physical Requirements

• • Primarily office-based work environment.
  • Prolonged periods of sitting and computer use.
  • Occasional travel to meetings or provider sites.
  • Ability to lift up to 15 pounds.

Work Environment

• • Office setting within a child welfare program.

• • Moderate noise level.
  • Exposure to emotionally sensitive situations related to child welfare services.