Office and Case Manager Liaison

Office & Case Manager Liaison

Kulima Care Family Services is a faith-based, non-profit agency. Kulima is dedicated to providing therapeutic foster care, adoption, mentoring, and counseling services to support children and families. The agency's mission-driven approach and community partnerships have made it a valued resource for foster families in Kentucky. Kulima Care operates as a child-placing agency and is committed to supporting children in state care through a range of family-centered programs.

The Office & Case Manager Liaison serves as the central support and communication link between Kulima's administrative office, case managers, foster parents, partnering agencies, and external providers. This position ensures the smooth operation of daily activities, accurate documentation, and the timely coordination of services. The Liaison supports the delivery of high-quality care by helping manage case information, assisting with client needs, monitoring compliance, and facilitating communication across departments. This role requires strong organizational skills, excellent communication, professionalism, and the ability to handle sensitive information with confidentiality. The Office & Case Manager Liaison must demonstrate compassion, attention to detail, and a "children-first" mindset consistent with Kulima's values.

Key Responsibilities

• Provide front-office support, including answering phones, greeting visitors, responding to inquiries, and directing communication to appropriate staff.
• Maintain organized filing systems (digital and physical) for all case records, documents, and agency forms.
• Assist with scheduling appointments, staffing meetings, team meetings, and home visits.
• Track deadlines for reports, compliance documentation, and paperwork required from case managers and foster parents.
• Prepare copies, packets, and documents for meetings, client intakes, and agency trainings.
• Maintain office equipment, supplies, and inventory.
• Serve as the communication bridge between case managers, foster homes, the state Cabinet, clinicians, schools, and community partners.
• Assist case managers by gathering needed documentation, confirming appointments, and following up on client needs.
• Help ensure that all case files meet agency, state, and regulatory standards.
• Support the coordination of placements, respite care, transportation scheduling, and intake processes as directed by case managers and leadership.
• Document communication, incidents, updates, and follow-ups in the agency system.
• Communicate reminders to foster parents regarding appointments, home visits, required trainings, and due dates.
• Assist with onboarding and orientation for new foster parents and support them in understanding agency expectations.

Qualifications

• High school diploma required; associate or bachelor's degree in social services, administration, or a related field preferred.
• Previous experience in child welfare, foster care, social services, or office management strongly preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to maintain confidentiality at all times.
• Comfortable working in a fast-paced, emotionally sensitive environment.
• Competence in scheduling, documentation, and basic computer applications (Microsoft Office, email, digital filing).
• Compassionate, professional, and able to communicate with diverse families and professionals.

Work Schedule

• Monday-Friday.
• Occasional after-hours on-call support as needed.