Bilingual ECE Family Case Manager

Job Description

Job Description

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Section I: Position Details

Job Opening Date: September 23, 2026

Job Status : This position is full-time. HRDC also offers flexible schedules and a "reduced work week", which encourages full-time staff to use up to 4 paid hours weekly for their personal wellness.

Wage: $25.00 - $26.00 / hour

General Summary of Purpose of this Position:

The Family Case Manager leads parent, family, and community engagement efforts within the Early Childhood Education (ECE) program. This position coordinates family support services, community resources, and family partnership activities to promote positive outcomes for children and families. The Family Case Manager works collaboratively with families, staff, community partners, and service providers to support family well-being, school readiness, and program goals while ensuring compliance with applicable federal and state regulations, performance standards, and grant requirements. This position provides services in the primary language of enrolled families and supports culturally and linguistically responsive family engagement.

Primary Job Duties and Responsibilities:

1. Family Engagement (50%)

• Create, maintain, monitor, and update family records and case notes utilizing required data management systems, ensuring accurate and timely documentation of all family contacts, services, and outcomes.

• Partner with families to identify strengths, needs, interests, goals, and support services, by developing individualized action plans, identifying resources, and monitoring progress toward goals.

• Provide direct services, communication, and case management to families in both English and Spanish, including interpreting program information, forms, and community resources, as appropriate. - Montana Language Services remains the primary resource for interpretation and translation. In emergency situations, bilingual staff may be asked to provide support as needed.

• Establish and maintain positive, strengths-based relationships with families through regular communication, ongoing follow-up, coaching, and resource navigation. Support families in identifying and achieving goals related to financial stability, education, employment, housing, and overall family well-being by connecting them with appropriate resources and services.

• Promote and coordinate financial capability and asset-building services by connecting families with education, resources, counseling, and community support that strengthen financial stability and self-sufficiency.

• Utilize motivational interviewing techniques and strengths-based practices to support families in achieving goals, strengthening financial well-being, and connecting to appropriate resources.

• Collaborate with program staff, community agencies, and service providers to ensure coordinated services, effective referrals, and avoidance of duplication of efforts.

• Maintain confidentiality of family information and records in accordance with program policies and applicable federal and state regulations.

2. Documentation, Data Management & Compliance (20%)

• Ensure family support and engagement services are provided in compliance with Head Start Program Performance Standards, grant requirements, program policies, and applicable federal and state regulations.

• Monitor, assess, and support continuous improvement efforts related to program goals and Performance Standards.

• Maintain accurate, complete, and timely records, reports, documentation, and data in accordance with program requirements, including case notes, file maintenance, data entry, tracking systems, and related correspondence.

• Serve as a primary point of contact for families by responding to phone calls, walk-ins, and inquiries, providing accurate information, excellent customer service, and support.

• Follow mandated reporting procedures for child abuse and neglect in accordance with program policy and applicable state and federal requirements.

3. Program Support, Collaboration & Engagement: (10%)

• Collaborate with center staff and program teams to communicate with families regarding attendance, health requirements, documentation, and program expectations.

• Serve as a primary point of contact for families by responding to inquiries via phone, email, and in-person visits, providing accurate information and excellent customer service.

• Support enrollment processes, family engagement events, recruitment activities, and general program operations, including follow-up on required documentation and paperwork, classroom and center support, and other duties as needed to ensure continuity of services for children and families.

• Assist families in accessing Best Beginnings Child Care Scholarship applications, including documentation support and ongoing eligibility requirements.

• Participate in staff meetings, case conferences, child staff meetings and community outreach activities, which may include occasional evening or weekend responsibilities.

• Participate in required training and professional development opportunities, including local and out or area training as required.

• Support program planning and continuous quality improvement activities, including the annual Self-Assessment, Program Information Report (PIR), Community Needs Assessments, surveys, and strategic planning processes.

• Build and maintain collaborative relationships with community partners to support effective service delivery for children and families.

• Support accurate tracking and documentation of allowable In-Kind / Non-Federal Share contributions in accordance with program requirements.

4. Compliance, Safety & Program Accountability (10%)

• Follow and implement mandated reporting procedures for child abuse and neglect in accordance with program policy and applicable federal and state laws.

• Maintain confidentiality of all family information and records in accordance with program policies, ethical standards, and applicable federal and state regulations.

• Ensure compliance with Head Start Program Performance Standards, grant requirements, program policies, and applicable federal and state regulations related to family services and program operations.

• Maintain professional standards of accountability, ethics, and family-centered practice in all interactions and responsibilities.

5. Compliance and Safety Responsibilities (5%)

• Follow and implement child abuse and neglect reporting procedures in accordance with program policies and applicable federal and state requirements.

• Ensure adherence to all applicable federal, state, and program regulations, including Head Start Performance Standards and grant requirements.

• Maintain professional standards of confidentiality, ethics, and family-centered practice at all times.

6. Organizational Participation (5%)

• Attend all organizational team meetings

• Read the weekly news to stay informed

• Participate in trainings and wellness days when available

• Conduct respectful, professional, and effective conversations with customers and volunteers regarding behavioral expectations, program compliance, and HRDC property standards.

Education and Experience:

Education:

• Bachelor’s degree in Human Services, Social Work, Family studies, Psychology, Early Childhood Education or a related field, or equivalent combination of education and experience demonstrating competency in family services, case management, or related human services field.

Experience:

• Experience in family services, case management, social services, or related human services programs is preferred. Experience working with low-income families, community resources, and strengths-based family engagement is highly desirable.

Special Requirement:

• This position requires fluency in English and Spanish to effectively serve families at designated program locations with a high percentage of Spanish-speaking families.

• Montana Language Services remains the primary resource for interpretation and translation. In emergency situations, bilingual staff may be asked to provide support as needed.

Supervision Received:
This position works under general supervision and is responsible for supporting daily program operations. This position exercises independent judgment in prioritizing work, supporting staff, and ensuring services are delivered in accordance with program policies, procedures, and applicable regulations.

Supervision Exercised:
This position does not have direct supervisory responsibility for assigned staff.

Knowledge, Skills and Abilities:

• Strong written and verbal communication skills, including the ability to prepare reports, analyze information, and communicate effectively with staff, families, and community partners.

• Ability to interpret and apply regulations, policies, procedures, and program standards.

• Strong critical thinking and problem-solving skills with the ability to identify needs and develop practical solutions in a dynamic environment.

• Ability to collect, analyze, and use data to support decision-making, reporting, and compliance.

• Proficiency in standard office software (word processing, spreadsheets, email) and electronic data systems (e.g., ChildPlus) for documentation and reporting.

• Strong interpersonal skills with the ability to work effectively with diverse individuals and families.

• Ability to manage multiple priorities, work independently, and meet deadlines in an organized and efficient manner.

• Ability to maintain confidentiality and respond appropriately to sensitive, crisis, or high-need situations involving children and families.

• Flexibility to adapt to changing priorities and program needs.

• Ability and willingness to travel within the service area and attend required training.

Regulatory Knowledge:

• Knowledge of applicable federal, state, and local regulations, including Head Start Program Performance Standards, child care licensing requirements, child abuse reporting laws, IDEA, ADA, and CACFP guidelines.

Licensure, Certifications, and Clearances:

• Valid driver’s license

• Current CPR and First Aid certification (or ability to obtain upon hire)

• Ability to meet required health screening requirements, including pre-employment physical, and successful completion of background checks, including fingerprinting and child abuse/neglect clearances.

Program Philosophy and Service Delivery:

• Emphasizes empowerment, autonomy, and accountability in all interactions.

• Supports individuals in developing personal plans for belonging, well-being, meaning, and purpose.

• Demonstrates respect, empathy, and professionalism in all customer and partner interactions.

Cultural Awareness:

• Understands and connects with customers from diverse socio-economic, cultural, and ethnic backgrounds.

• Ensures equitable access to internal and external community resources.

• Promotes an inclusive and respectful service environment for all.

Safety & Wellness:

• The person in this position complies with HRDC safety policies, procedures & guidelines; participates in safety training & drills as required; Reports unsafe conditions, incidents or near misses immediately; takes proactive steps to ensure the work area is clean and safe at all times.

• Promotes wellness, safety, and dignity for all customers and staff.

• Delivers services in a manner that upholds neutrality and inclusion regardless of faith, belief, cultural background, or personal identity.

• Ensures equitable access to programs and resources for all eligible participants.

Confidentiality:

• This position requires regular handling of sensitive and confidential client and agency information. Unauthorized disclosure could harm client interests and the organization, and may also violate state and federal privacy laws. This position may have access to reports, records, and personnel files, and must exercise the highest level of discretion, judgment, and confidentiality at all times.

Working Conditions:

• Primarily office based with regular field work and travel between sites.

• Regular exposure to staff, children and families.

• Occasional exposure to adverse weather during travel between sites, training and meetings

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Assigned duties and responsibilities may be added, removed, or changed at any time as organizational needs evolve.