Job Title: Statewide Automated Child Welfare Information System (SACWIS) Coordinator Salary Grade: 12
Division/Department: Court Administration/Probation Services Salary: $41,600.00
Reports To: Placement Manager Date Posted: 8/13/26
FLSA Status: Non-Exempt Last Revised: 9/24/25
Benefits of Employment
Insurance: Comprehensive Health, Dental, Vision, Life and an Employee Assistance Program. Supplemental Life may be purchased at group rates.
Paid Time Off: Twelve (12) holidays, vacation time (after 6 months) of three (3) weeks per year for the first eight (8) years of service, and sick time.
Retirement: Ohio Public Employees Retirement System (OPERS) with 14% annual employer contribution and Deferred Compensation Plans.
Job Summary
This position is responsible for managing and monitoring Title IV-E juvenile court placement information to ensure compliance with federal and state regulations. It involves timely data entry and case documentation in SACWIS, including assessments, case plans, and placement updates. The role serves as a liaison between Juvenile Court, the State Title IV-E Department, and other involved agencies. It also includes preparing reports, supporting audits, and coordinating Medicaid eligibility, and reimbursement. Strong organizational skills, attention to detail, and knowledge of ODJFS policies and procedures are essential for success in this role.
Essential Duties and Responsibilities
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons covered by the Americans with Disabilities Act, in accordance with its requirements.
Oversees Title IV-E Juvenile Court placement data collection and acts as the liaison between Juvenile Court and the State Title IV-E Department.
Initiates cases in the Statewide Automated Child Welfare Information System within 7 days of placement
Reviews placement journal entries and all additional documentation to ensure accuracy following Ohio Department of Jobs and Family Services (ODJFS) guidelines. Discusses with manager any concerns of inaccuracies and how to proceed.
Enters data into SACWIS which includes but is not limited to; Family Assessment, Placement Case Plan, Activity Log, Case Plan Review (SAR), CANS assessment, QRTP motion and journal entry, monthly reports from the placement, changes in the youth’s medication, overnight home passes, incident reports, independent living goals, discharge summaries, case closures upon discharge from placement, contract ceilings, service providers and per diems.
Determines Medicaid eligibility and reimburse-ability of youth in placement.
Updates Adoption and Foster Care Analysis and Reporting System (AFCARS) and medical/educational information.
Interfaces with state-level SACWIS Helpdesk when necessary to prepare/submit problematic reports and track resolution of SACWIS issues.
Attends Title IV-E and ODJFS policy meetings, quarterly meetings, ongoing training courses to be up to date on policy changes. Relays information to necessary parties at the Court to ensure that guidelines are followed accurately. Provides feedback to the Title IV-E placement progress team.
Pulls monthly SACWIS data for youth being placed and released to be submitted to the Fiscal Department. Maintains good communication with the Fiscal Department and assists with troubleshooting as needed. Assists the Fiscal Department with information needed for state audits.
Completes reports as required by the Court and ODJFS.
Creates and maintains placement files. Scans all case documents once youth terminate from placement and saves in appropriate shared drives.
Provides support and updated monthly spreadsheet to Placement/Aftercare Coordinators (PAC’S) to assist with time management of case plans, case plan reviews, CANS assessments, QRTP motions, and QRTP journal entry timelines.
Works in tandem with the Placement Manager to create goals for the 6-month plan and provide them to ODJFS State Technical Assistant staff. Supports implementation of the goals following the outlined timeframe.
Assists placement assessment specialists with gathering information as needed.
Coordinates submission and sharing of Title IV-E documentation between CANS assessor, PAC’s, and System Planning Coordination Unit for youth determined to be eligible.
Performs other duties as assigned.
Supervisory Responsibilities
Has no direct supervisory responsibility for staff members.
Equipment Operated
Standard office equipment and office technology such as copy machines, personal computers and telephones.
Confidential Data
All court-related information regarding hearings, etc. that the employee may come in contact with by working in the facility.
Working Conditions
Works in a general office setting with moderate noise levels. This position is also subject frequent interruptions and quick turnarounds.
Usual Physical Demands
While performing the duties of this job, the employee is required to sit, to speak clearly, and to hear. The employee must occasionally lift and/or move up to 10 pounds.
Knowledge, Qualifications, Skills, and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Demonstrable proficiency in navigating SACWIS system and knowledge of Juvenile Court Placement procedures and the relationship between the two. Familiarity with: Microsoft Word and Microsoft Excel; good spelling and grammar. Position requires the ability to organize work, communicate effectively, and handle stressful situations; ability to work with the public, court staff, providers and the Ohio Department of Jobs and Family Services (ODJFS); telephone communication skills are necessary.
Education and/or Experience
Minimum requirement of high school diploma.
AND
Two (2) years of work experience in a clerical position.
Licensure or Certification Requirements
None
Court Expectations of Employee
In accomplishing the responsibilities of this position, the Court expects that the employee will adhere to the mission and values of the Court as well as all Court policies and procedures. In addition, while carrying out the duties of this position, the employee is expected to model high ethical conduct on and off the job, and exhibit a professional and respectful demeanor with all Court employees.
Court Mission Statement
To administer justice, rehabilitate juveniles, support and strengthen families, and promote public safety.
Application Procedure
Current Cuyahoga County Court of Common Pleas Juvenile Division Employees:
- The deadline to apply is _8/20/26_.
- Please visit https://juvenilecourt.applicantstack.com/x/openings-internal to complete and submit the Job Posting Response Form to the Human Resources Division.
- The Job Posting Response form must be received in Human Resources by the job posting deadline for consideration as a candidate for the posted position.
- If you do not meet the minimum requirements, you can submit a waiver to Human Resources. Please refer to the Employee Handbook Policy number 1.02.04.
External Applicants:
- This position will remain posted until filled.
- Please visit https://juvenilecourt.applicantstack.com/x/openings to view this posting and to complete and submit the Application for Employment.
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