Initial Services Coordinator

Job Description

Job Description

ABOUT JFS

For more than 150 years, Jewish Family Services of Western New York has been committed to providing high quality services to all in need in the interest of helping to "repair the world." Our services are guided by the essential connection between mental well-being, physical wellness, and positive self-worth. Our reputation is the result of our exceptional staff. In addition to offering competitive compensation and truly exceptional benefits, we are committed to providing a supportive work environment in which all employees are able to contribute their best.

OUR VALUES

Be a Mensch: We are ethical, kind, and admirable. We assume good intent and act with integrity. We are thoughtful and deliberative in how we support our clients, each other, and the community. “Choose generosity over judgment—every time”

Be Purpose-Built: We create spaces and programs that respect clients’ individuality and opens access. We strive to meet the individual where they’re at and give them the tools to be successful

Be Resolute: We work with tenacity to identify problems, seek out solutions, and get things done. Even small steps forward are acts of resilience.

SUMMARY

The Initial Services Coordinator is responsible for supporting the operations and service delivery of the Program of initial Resettlement program. This role assists with day-to-day case management functions, including the provision of core PIR services and ensuring compliance with program policies and guidelines. Responsibilities include accurate data entry into CMS and IRIS systems, maintaining proper financial documentation, tracking expenses for each PIR case, and ensuring that case notes are complete, timely, and accurately recorded. The Initial Services Coordinator also ensures that all required core services are delivered on time and that program records and files are thoroughly documented and maintained.

The Initial Services Coordinator collaborates closely with the Senior Social Services Manager and PIR caseworkers to ensure ongoing program compliance with key stakeholders, including HIAS and the Office of Refugee Resettlement (ORR). This role is responsible for supporting timely reporting, maintaining proper documentation, and promoting responsible stewardship of organizational and program resources. The position requires strong attention to detail, excellent organizational skills, and a demonstrated commitment to serving vulnerable populations.

A representative summary of tasks to be performed is provided below . The employee may be asked to perform job-related tasks other than those specifically stated in this description. The duties and responsibilities of the position are to be carried out in a manner that is consistent with the mission, values, and operating principles of Jewish Family Services.

Administrative Support

• Support program operations and service delivery by assisting with day-to-day PIR activities and coordination of case management services, while maintaining a limited PIR caseload.
• Maintain and strengthen partnerships with key stakeholders, including healthcare providers and community organizations, to support client access to services and advocate for client needs.
• Assist in building community awareness of JFS services through outreach efforts and collaboration with leadership on program promotion strategies.
• Provide guidance and support to caseworkers, interns, and volunteers as needed, including onboarding and training related to PIR services and compliance requirements.
• Prepare and submit program reports to funders in accordance with contract requirements and established timelines.
• Maintain and support systems for case tracking, data entry (CMS and IRIS), and program documentation to ensure accuracy, compliance, and quality improvement.
• Collaborate with other agency programs to coordinate services and address client needs holistically.
• Work closely with the Senior Social Services Manager and leadership team to implement policies and procedures that ensure compliance with HIAS and Office of Refugee Resettlement (ORR) program requirements.
• Attend departmental, partner, and agency meetings as required to support program coordination and communication.
• Monitor and report on program activities, service outcomes, and emerging client needs to agency leadership.

Education and Experience:

• Minimum of a Bachelor’s degree required; Master of Social Work (MSW) or related advanced degree preferred.
• Experience providing direct services to vulnerable populations, particularly in the areas of housing, resettlement, and stabilization services.
• Demonstrated experience connecting clients to a broad range of essential, community-based services, including healthcare, public benefits, employment, and social supports.
• Supervisory experience preferred, including experience supporting, training, or overseeing staff, interns, or volunteers in a human services or social services setting.

Knowledge, Skills & Abilities:

• Ability to provide culturally responsive and trauma-informed case management to diverse populations.
• Strong communication skills, including the ability to effectively engage with clients, community partners, and the general public.
• Excellent time management and organizational skills, with the ability to manage multiple priorities and meet deadlines.
• Working knowledge of community resources and support services for vulnerable populations, including refugees and newcomers.
• Proficiency in computer applications, including Microsoft Outlook, Word, and Excel, as well as experience with case management systems (e.g., CMS and IRIS preferred).
• Demonstrated sensitivity and commitment to working with individuals from diverse cultural, linguistic, and socio-economic backgrounds.
• Supervisory experience preferred, including the ability to support, train, and provide guidance to staff, interns, or volunteers in a human services setting.
• Bilingual or multilingual candidates are strongly encouraged to apply.

Competencies:

• Judgment and Decision Making - Considers relative pros and cons of potential actions to choose the most appropriate one.
• Time Management – Uses time effectively and efficiently; values time; concentrates efforts on the more important priorities; gets more done efficiently and effectively.
• Adaptability & Flexibility - Adapts to changing business needs, conditions, and work responsibilities
• Client Focus - Understands and meets customer needs, whether internal or external, providing a high level of service and cooperation courteousness & sensitivity)
• Initiative & Adaptability - Deals with situations and issues proactively and persistently, personal willingness and ability to respond to change and ability to meet deadlines.

WORKING CONDITIONS

• Will work in the office and occasionally in the community as needed.
• Must have access to a reliable vehicle and possess a valid, clean driver’s license and be sufficiently self-insured.
• Flexible hours including days and some evenings, late nights, and weekends.

PHYSICAL REQUIREMENTS

• Frequency of travel: Frequent travel is required for appointments, meetings, and trainings; locations may be across WNY.
• Physical activities and efforts required working in an office environment and the ability to move small furniture in preparation of an apartment. This may include making beds, arranging household items, and helping move client luggage.
• Visual acuity sufficient to maintain system of files and reports containing computer-generated and handwritten documents.
• Auditory acuity sufficient to communicate with staff and others by phone and in person.
• Mobility sufficient to conduct regular duties within a normal office environment.

COMPENSATION & BENEFITS

• Competitive salary of $27 - 29 per hour, commensurate with experience & qualifications.
• Health, Dental, and Vision insurance.
• Accrued Paid Time Off (PTO) of 4+ weeks in addition to a paid agency wide shut down between Christmas and New Year's Day.
• 401k retirement plan with agency contribution of 4%.
• 13+ observed holidays annually.
• Reduced full-time work week of 35 hours and early close on Fridays.