Job Summary:

The Recorder is responsible for efficiently and accurately documenting notes to create a clear group memory during ‘Ohana Conferences, Youth Circles, Wrap Meetings, and other assigned EPIC-facilitated sessions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for working in collaborative environment, with a team of other on-call, part-time and full-time Recorders, Facilitators, Administrative Support Supervisor, Training Specialist, Administrative staff, Supervisor, Manager – OC, Executive Director and collaboration as needed with all other programs statewide.
• May be asked to collect, organize, analyze, pre-meeting documentation ahead of time as assigned and appropriate for the specific meeting.
• Responsible for thorough, professional and efficient note taking to include key issues in a concise manner as presented from all key participants, including family and professional sources to appropriately and non-judgmentally secure important concerns and issues pertaining to the conference.
• Accurately document from all key participants, and actively pursuing clarification where needed regarding critical information such as important court and follow up dates, contact information including names, fax number, telephone, mailing and e-mail address provided during the conference.
• Verify and clarify legal status and timelines of all of cases during the ‘Ohana Conference/Wrap Meeting/Youth Circle.
  • Stay current on all new procedures, policies, protocols and directions regarding ‘Ohana conferencing, Youth Circles and/or Family Wrap Hawaiʻi as assigned.
• Follow all steps as described in the recorder manual, leading to the successful recording of the ‘Ohana Conference/Wrap Meeting/Youth Circle/Re-conference assigned.
• Responsible and in collaboration with the Facilitator for collecting signatures of all participants, maintaining confidentiality and turning in all required paperwork to the administrative specialist the day of or immediately following the conference.
• Responsible for timely communication with OC/Wrap/YC teams as needed to ensure strong preparation for the meeting.
• Timely communication with relevant team members and leadership to verify and clarify all urgent or pressing information including major issues, concerns at least three (3) days prior to conference/meeting, or less on rushed meetings.
• Secure directions and key if needed, to the ‘Ohana Conference/Wrap Meeting/Youth Circle site including completion of registration and payment, as needed.
• Responsible to verify flight requests, hotel bookings, and car reservations, as needed, with EPIC Travel Team.
• Responsible and in collaboration with the facilitator and administrative staff, for pickup and delivery of ‘Ohana Conference/Wrap Meeting/Youth Circle materials, including food and water, key or other miscellaneous materials prior to the conference, as needed.
• Responsible for providing outreach services regarding but not limited to ‘Ohana Conference/Wrap Meeting/Youth Circle in-person information to family and or other key participants who may not be reached otherwise.
• Responsible for writing the ‘Ohana Conference summary including amendments and editing until satisfactorily completed no later than ten (10) days from date of conference and sooner on rushed requests.
• Provide childcare at conferences, as requested or needed.