Library: Policy

340:2-35-5. Administrative staff roles and responsibilities

Issued 6-11-01

(a) Overview. The volunteer program requires cooperation and commitment from paid staff at all levels. Volunteers are a vital part of the service network and are provided adequate training and supervision. Their work is evaluated with constructive feedback given on their performance. Volunteers who provide ongoing, direct care service to clients have access to the social worker with time scheduled for planning and goal setting. • 1

(b) Volunteer director. The volunteer director in the Executive Office, State Office, is responsible for assisting the county offices to develop and implement volunteer programs to fit the needs and requirements of each county. • 2

The volunteer director is responsible for:

(1) coordinating Agency-wide volunteer concerns;
(2) overseeing the DHS Volunteer Budget;
(3) providing technical and administrative support for DHS volunteer recognition activities; and
(4) chairing the state DHS Volunteer Council (Council).

(c) Council. The Council is the governing board for volunteer rules and planning. Each participating program is represented on the Council. The Council includes volunteer program administrators and other volunteer management personnel. The Council:

(1) plans and carries out promotional activities and fund raising projects to support recognition activities;
(2) oversees the nomination process for area and state volunteer awards events; and
(3) plans and hosts the annual state DHS Volunteer Award Ceremony.

(d) Volunteer program administrators. Volunteer program activities are directed and supervised on a statewide basis by administrators in Child Welfare, Developmental Disabilities Services Division, Child Support Enforcement Division, Office of Field Operations, and Family Support Services Division. The volunteer program administrators:

(1) provide technical and administrative assistance to local volunteer managers;
(2) monitor program activities;
(3) make recommendations for service improvements;
(4) offer training and educational opportunities in volunteer management for local staff and volunteers; and
(5) develop training packets, posters, and handouts for use in promoting the volunteer program and recruiting volunteers.

(e) Volunteer coordinator. The volunteer coordinator is appointed by the district supervisor or county director to coordinate the local volunteer program. Activities of the volunteer coordinator include:

(1) recruiting new volunteers;
(2) screening volunteers;
(3) assigning volunteers specific tasks;
(4) ensuring that volunteer mileage claims are processed; and
(5) updating the active volunteer files.

INSTRUCTIONS TO STAFF 340:2-35-5

Volunteers are provided work space and meaningful work. The county director or local administrator is of particular importance to the volunteer program in establishing an attitude of acceptance and support throughout the organization. The county director or local administrator is involved in program development and planning and advised of progress, accomplishments, and problems.
Upon request of the county director and in conjunction with the area office, the services of the volunteer director are available for consultation on all phases of the volunteer program.