Service Coordinator

Position Summary

The Service Coordinator supports children and families enrolled in the Birth to Three Program by managing an assigned caseload and ensuring timely access to needed services. This role enhances family quality of life by connecting them to resources and supporting their engagement in programs that promote their child’s physical, social, and developmental well-being.

As a core member of the Birth to Three Primary Coach Approach to Teaming model, the Service Coordinator collaborates with multidisciplinary team members to deliver individualized, family-centered services. This position reports to the Assistant Director of Birth to Three Services.

Essential Duties and Responsibilities

Work as a core member of a team incorporating the principles of PCATT (Primary Coach Approach to Teaming) in collaboration with parents/guardians, therapists, social workers, and teachers to support the family in accomplishing the goals identified on the child’s Individual Family Service Plan (IFSP):

- Provide intensive family support services utilizing coaching as a strategy concerning their frustrations, concerns and needs.

- Coordinate the assessment process to determine child’s eligibility for the program.

- Schedule, facilitate and participate in the development, review and evaluation of the IFSP with all members of the team.

- Schedule home visits as necessary and appropriate to provide services.

- Provide monthly contact to all families on your caseload to facilitate communication.

- Assist family in identifying available service providers for the family.

- Facilitate access to services and coordinate and monitor the timely provision of services

- Inform parents of the availability of advocacy services.

- Provide inclusive documentation and accurate billing for work with and on behalf of the family and team on a daily basis

- Document services in multiple electronic systems regularly to accurately reflect child’s services.

- Work with team members in a cooperative manner.

- Support the development of new and veteran staff within the context of PCATT approach and coaching strategies.

- Ensure timely communication to members of team on all issues concerning the child and family.

- Treat families of all races, religions, backgrounds and cultures with respect and consideration.

- Encourage families to participate in their child’s programming.

- Caseload expectation of approximately 45-55 cases for full time equivalent, as determined by B-3 program needs.

- Meet Department productivity requirements.

Coordinate services for family with other agency/community professionals:

- Coordinate with medical and other health care providers.

- Locate social services and community resources, as needed, for the family after reflective discussion with family and team to foster empowerment and to build the family’s capacity.

- Facilitate the development of transition plans by inviting families to transition planning meetings and preparing necessary paperwork for referrals.

- Facilitate timely transition to the LEA.

- Attend Individual Education Plan (IEP) meetings as advocate for the family if needed.

Follow agency policies and requirements for Medicaid, Childcare, Accreditation, and Birth to Three State and County standards:

- Follow personnel policies.

- Meet state requirements for in-service training and continuing education.

- Maintain prompt hours/notify supervisor of illness/absence in timely manner as indicated in Employee Handbook.

- Become familiar with licensing and Medicaid rules related to Targeted Case Management billing.

- Identify and participate in continuing education for ongoing learning.

- Provide in-services to the Penfield staff as assigned.

- Become familiar with emergency procedures and be able to calmly apply them.

Assist the agency as needed:

- Perform other duties as assigned.

- Encouraged to volunteer 4 hours of time per year to a Penfield activity.

Qualifications

Required Education and Experience

- Bachelors degree in social work, Early Childhood, Human Services, or related field.

- Two years of experience providing case management, family support, or early intervention services to children and families.

- Experience facilitating or contributing to individualized family plans (e.g., IFSP, IEP, service plans).

- Experience working with multidisciplinary teams (therapists, educators, medical providers, social workers).

- Experience conducting or coordinating developmental assessments OR working within an assessment-driven service model.

- Experience maintaining documentation across multiple systems and following billing, compliance, or Medicaid-related requirements.

Preferred Education and Experience

- Wisconsin Social Work License.

- Experience in a home-visiting program or early childhood intervention setting.

- Experience supporting families through resource navigation (medical providers, community agencies, social services).

- Experience supporting families through transitions

Required Knowledge, Skills and Abilities

- Strong understanding of early childhood development and family-centered practices.

- Ability to apply coaching strategies that build family capacity and promote caregiver involvement.

- Ability to coordinate multiple services simultaneously while maintaining timelines and follow-through.

- Highly skilled in communication with diverse families and multidisciplinary professionals.

- Strong organizational skills, accuracy in documentation, and adherence to productivity expectations.

- Ability to maintain composure, empathy, and reflective practice in emotionally complex situations.

- Proficiency with electronic documentation systems, Microsoft Office, and learning new software quickly

- Bilingual Spanish/English verbal and written skills preferred.

Physical Requirements

- Ability to move comfortably within diverse home settings, including bending, carrying materials, and navigating stairs or tight spaces.

- Ability to lift or carry up to 50 lbs. when supporting families with child-related equipment.

- Ability to sit on the floor or at low heights during family interactions, and transition safely between positions.

- Reliable transportation, valid drivers license, and vehicle insurance to complete community and home visits.

- Ability to travel in varied weather conditions throughout the year.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

Benefits Package: Full Time Employees

- 128 PTO Hours (3 weeks + 1 Day)

Earned per pay period, usable early

- +1 week after 3 years

- +1 week after 4 years

- 15 Paid Holidays (2026)

New Year's Day, MLK Day, Memorial Day, Juneteenth, 3rd of July, Labor Day, Thanksgiving, Day After Thanksgiving

- Winter Closure (Christmas Eve through New Years)

- 1 Employee Choice Holiday

- Immediate 403b Retirement Enrollment & Company Match After 1 Year (50% of employee contribution up to 3%)

- Medical, Dental, Vision Insurance (1st of month after 30 days)

- Flexible Spending Account

- Health Savings Account OR Health Reimbursement Arrangement (Based on Health Plan)

- Voluntary Insurance: Short Term & Long Term Disability, Critical Illness & Accident

- Company Paid Life Insurance (2x annual salary)

- 2 Weeks Paid Parental Leave

- Employee Assistance Program

Penfield Childrens Center is an Equal Opportunity Employer