WHFS Human Resource Department
Wesley House Family Services
Position Description
Position Title:
Department:
Licensing Counselor
Foster-Adoptive Services
Purpose:
Responsible for the recruitment, training, assessment, development, retention and licensing of
foster homes and adoptive homes through an in-depth family assessment process. Develop and
sustain quality resource families to foster older and special needs children. Collaborate
with the case management staff to provide out of home care placement and supportive services to
meet the needs of the children and family.
Reports To:
Licensing Supervisor
Funded By:
Our Kids
Classification:
1 FTE, Exempt
Responsibilities:
Recruitment of Foster Parents and Adoptive Parents:
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Participate in the development and implementation of the yearly recruitment and retention strategic
plan.
Conduct community awareness meetings.
Participate in community events and activities to raise awareness regarding the need for foster parents
and adoptive parents.
Promote awareness of the need for foster parents and adoptive parents by mailings, e-mail or fax to
local school newsletters, church bulletins, and other community organizations that have an interest in
children.
Respond to inquires from potential foster parents or adoptive parents and obtains preliminary
information regarding the potential family.
Mail, e-mail or fax information packets to all families after initial inquiry, telephone call, e-mail, or
correspondence.
Information packet will include but may not be limited to:
 Cover Letter
 Application for PRIDE Course
 20 Questions about Foster Care
 State Licensing Requirements
 Outline of 10 PRIDE classes
 Wesley House Family Service Brochure
 Release of Information Packet.
Follow-up on all inquires within 10 business days to support interest and plan next steps.
Training, Development and Retention:
 Procure all materials required for training.
 Schedule all guest speakers for the PRIDE Class.
 Conduct pre-service training groups for foster and adoptive parents.
 Prepare all certificates for graduation.
 Work with foster parents and case management staff to identify training needs.
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Coordinate, develop and facilitate in-service training.
Maintains in-service training calendar and provides to foster and adoptive parents.
Identifies outside training opportunities and shares information with foster parents.
Ensures opportunities for obtaining training and maintaining compliance for foster parents.
Provide excellent customer service to Foster and Adoptive families through regular visits as
established in agency policy and be available to give prompt response to phone calls.
 Provide professional consultation to foster parents in order to improve the quality of services.
 Maintains regulatory supervision of licensed foster homes to ensure ongoing compliance with
licensing requirements.
Initial Licensure:
 Distribute and submit all background screening forms within the first 3 weeks of PRIDE class.
 Create a Foster Home File for each potential family that will maintain all of the originals and copies
of documents required for licensing.
 Collect all homework and weekly sign-in sheets from pre-service training (PRIDE)
 Collect Family Profile by the 3rd class.
 Schedule 2 Home Consultation Visits to include a discussion and signing of additional policy forms,
details to complete family home study, and any additional information required for the licensing
packet.
 Schedule the Department of Health (DOH) Environmental Inspection.
 Conduct in-depth family assessment (home study) of potential foster and adoptive parents that
comply with policy, rule and law.
 Check references, employment, and substitute child care inquires.
 Prepare licensing packet with all forms completed and signed.
 Submit complete licensing packet to your supervisor and program manager and Our Kids supervisor
for review.
 Submit complete licensing packet to Our Kids Licensing Unit for licensing 60 days after PRIDE
graduation.
 Upon receipt of actual license and ID cards, mail originals to licensed family and maintain copies in
Foster Home’s File Jacket
Re-License:
 Facilitate three quarterly home visits with each foster home to ensure compliance with licensing
statue and receive input on their experience as a foster home.
 Provide referral to appropriate Wesley House or community resources to help foster/adoptive families
enhance their skills or to cope with the experience as foster/adoptive parents.
 Prepare all documents required for re-licensure.
 Prepare and submit all background screenings and inquires required for re-licensing.
 Schedule a DOH Environmental Inspection.
 Prepare and submit for review a completed re-licensing packet to WHFS and OK supervisors 90 days
prior to expiration of license.
 Submit prepared re-licensing packet to Our Kids Licensing Unit 90 days prior to expiration of license.
 Assure that foster parent files are up-to-date and in compliance with applicable laws and regulations.
Retention:
 Provide ongoing support and direction to foster/adoptive parents.
 Provide, at a minimum, one monthly mailing to foster/adoptive parents that inform them of upcoming
trainings and in-service opportunities for them to complete their 8 hours of in-service each license
year.
 Participate in Foster/Adoptive Parent Association meetings.
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Participate in activities to enhance, support and recognize foster and adoptive families during
appreciation months’ activities and throughout the year.
Complete assessments, reports and documentation related to revocation or modification of a license,
administrative hearing, release of information and corrective action plans related to foster/adoptive
homes.
Placement Services
 Receive calls from Our Kids Intake for placement requests during working hours.
 Manage the intake and placement assignments of foster children
 Ensure that the child receives the Child Health check up within 72 hours of placement.
 Prepared to assist with crisis situations preserving the placement when possible and emergency
placements always ensuring the safety of the children served, including ensuring that all necessary
documentation is completed
 Assists in matching children with potential foster parents, including new placements, emergency
placements and respite.
 Ensure that each child has an up to date Child Resource Record (CRR) located with the child at
his/her placement.
 Participate in case management staffing as required.
 Ensure that each child has a Life book.
Documentation and Data Management System
 Maintain accurate tracking of families through the assessment and licensing process using designated
databases and systems.
 Ensure all documentation and required evaluations and reports are obtained and available through the Our
Kids document management system – ASK.
 Enter notes into FSFN within 24 hours of occurrence.
 Provider/person information in FSFN will be maintained and updated to current status.
 Complete required critical incident report within 2 hours of notification of the incident.
 Complete all required applications for services or funding.
 Assist in data and document collection for the preparation of daily, monthly, quarterly, annual, and other
periodic reports.
Confidentiality
 Maintain client confidentiality according to established policies, federal and state statutes.
 Obtain required release of information and maintain a current release of information.
On Call System
 On call responsibilities on a rotational basis.
 The on call hours are weekly Monday through Friday 5pm- 9am; Friday 5pm through Monday 9am; and
Holiday coverage as assigned.
Agency:
 Comply with Wesley House Personnel and Finance policies, Ethical Standards and Wesley House
Confidentiality requirements
 Perform all activities, job duties and responsibilities and functions in an accurate and efficient manner
with respect and appreciation for the culture, traditions, languages and practices of the persons served
 Follow the guidelines regarding the reporting of unethical actions or practices as outlined in the Wesley
House Family Services Personnel Manual
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Participates fully in the development, implementation and monitoring of the agency’s Continuous Quality
Improvement (CQI) program to promote efficient and effective service delivery and the achievement of
strategic and programmatic goals
Advocate Wesley House Family Services and it’s mission in the community and support agency
sponsored events
Attend all state and local meetings, workshops and conferences and participate in training and
professional development as required
No documented instances of a breach of duties with established principles, standards, contractual and
legal requirements
Wesley House Family Services assets are safeguarded and used according to agency policies and
procedures
Perform other duties as assigned
Performance Measurements:
The Licensing Counselor will:
1. Recruitment of Foster Parents and Adoptive Parents:
a. Participate in 3-4 Community Events per fiscal year
b. Respond to inquiries from potential foster parents within 24 hours of the inquiry
c. Follow up after initial inquiries within 10 business days ( send Informational packet)
d. Promote community awareness of the need for foster parents, via WHFS Newsletter, mailings, e-mails,
speaking engagements and participation in community events
2. Training, Development and Retention:
a. Conduct PRIDE Training, - provide PRIDE schedules to prospective Foster Families, and provide PRIDE
Literature and PRIDE Binders
b. Collect all PRIDE Homework and review prior to next PRIDE class
c. Counsel out, people who do not meet PRIDE competencies
d. Identify training needs for specific Family needs utilizing the Family Development training module
e. Develop, coordinate and facilitate in-service training.
3. Initial Licensure:
a. Initial Licensure to be completed within 6 to 8 months from PRIDE Session #1
b. Three (3) Home Safety Assessments (home visits) to be conducted, in conjunction with PRIDE Training
c. Assess family to ensure that they meet all PRIDE Competencies and document weekly for each family in
notes.
d. Initial Licensing File Packet:
i.
ensure all necessary documents have been collected and background screenings have been
conducted
ii.
provide clear photos of home, front and back yard, photos of the family and pets
iii.
completed according to statute, administrative code, policy and procedure
e. Completion of Initial Home study:
i. ensure that all information corresponds with File Packet documents and there are no discrepancies
4. Re-License:
a. Conduct 4 quarterly home visits during the re-licensing year.
b. Review and provide all necessary documents required for re-licensure with Foster Family within 90 days
of expiration
c. Complete all necessary background checks within 90 days of expiration
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d. Complete Re-Licensing Packet and Home study; ensure that all information corresponds in the File
Packet and Home study with no discrepancies.
e. Submit completed Re-Licensing Packet and Home study to Our Kids for review within 45 days of relicensing period
5. Retention:
a. Participate in activities or events directed toward foster families
b. Provide ongoing support (promptly responding the same day to requests for assistance) for Foster
Families
c. Follow up with FCM to address an issues, concerns or services needed for the family.
d. Inform Foster Family of In-service Trainings offered at WHFS or in the Community
6. Placement Services
a. Receive OK Intake calls; assist with placement of children upon removal
b. Conduct Initial Home Visit within 48 hours of placement, provide resource and life books
c. Ensure that the child receives a Well Check within 72 hours of removal.
d. Attend Shelter Hearings if FCM is not assigned at time of removal.
7, Documentation and Data Management System
a. Maintain up to date accurate documentation in FSFN (notes, home study, provider and person
information)
8. Confidentiality
a. Secure all documents maintaining client confidentiality according to established policies, federal and state
statutes.
b. Obtain required release of information and maintain a current release of information.
c. Comply with Wesley House Personnel and Finance policies, Ethical Standards and Wesley House
Confidentiality requirements.
9. On Call System
d. Answer your phone and immediately take action as directed by the circumstance of the call.
e. Do not drink any alcohol while on-call.
f. Be available to travel to a client’s home at a moment’s notice.
g. Have your on call book with you at all times when on call, with all up-to-date info.
h. Have your computer with you at all times and the ability to connect to the server and VPN portal.
i. Provide case management services as needed.
j. Keep the on call management staff informed of your contacts and activities.
k. Immediately notify the on call management staff when you are contacted regarding:
i. Missing children
ii. Placement services
iii. New report on an open case
iv. Clinical Emergencies (medical, dental & mental health)
v. DCF requests assistance
l. Record all on call activities in the “on call activity log” located on the M drive in the “on call folder”.
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Qualifications:
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Bachelor’s degree in social work or related area of study or a Master’s degree in social work or a related
area of study.
Demonstrate a passion for ensuring children have safe, loving families in which to grow.
Successful completion and passing score on the required pre-service training post test
Obtain the required child welfare certification within one year of the post test.
Knowledge of adult learning techniques
Experience providing training, or educational courses for adults.
Experience facilitating prospective foster and adoptive parent groups using the PRIDE model.
Thorough knowledge of child development, child protection, and child welfare issues, support services
and community resources
Demonstrate independent decision making and flexible scheduling.
Ability to multi task and meet deadlines
Possess good written and verbal skills
Demonstrate use of technology in daily work activities.
Demonstrate proficient use of software programs such as Word, Excel, PowerPoint and Outlook
Physically Active Work. Exerts up to 30 Lbs. of force and/or lifting occasionally
Valid Florida Driver’s License
Valid Florida Auto Insurance
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WHFS Human Resource Department
Intent and Functions of Position Description
Job descriptions assist Wesley House Family Services in ensuring that the hiring process is fairly administrated and that qualified
employees are selected. They are also essential to an effective performance appraisal system and related promotion, transfer, layoff,
and termination processes.
All job descriptions have been reviewed to ensure that only essential functions have been included. Peripheral tasks, only incidentally
related to each position, have been excluded. Requirements, skills and abilities included have been determined are the minimal
standards to successfully perform the required functions. In no instance, however, should the duties, responsibilities and requirements
delineated be interpreted as all-inclusive. Supervisors may assign additional functions and requirements as deemed appropriate.
In accordance with the American with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate
disabled persons. However, no accommodations will be made which may pose serious health or safety risks to the employee, other
employees, persons served or which impose undue hardships on Wesley House Family Services.
Job descriptions are not intended as and do not create employment contracts. Wesley House Family Services maintains its status as an
at-will employer. Employees can be terminated for any reason not prohibited by law and at any time.
I have received and reviewed this Position Description on
___________, ________, 20_______.
(Month)
(Day)
(Year)
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Licensing Counselor (Signature)
__________________________________
CBC Manager
(Signature)
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Licensing Counselor (Print)
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CBC Manager
(Print)
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