Case Aide - Child Protection Unit

Job Summary

This position provides office support to staff members in the Child Protection Unit, as well as SSIS Mentoring. ESSENTIAL DUTIES AND RESPONSIBILITIES

I. Support for staff members in Child Protection. Discretion A % 40
A. Accomplish case actions as requested by social workers/case managers and/or unit supervisor according to established processes.
1. In SSIS open, close, reassign, workgroups, mail disposition letters, assist with/accomplish data clean up.
a. Open Adoption/Guardianship workgroups using correct procedure.
b. Assist in relative searches - sending out letters, documenting information received from family members and assisted in searching
c. Assist in requesting records for case management cases and ensuring records are received timely. Assist with documentation of records in SSIS
d. Send out referrals for client services and track timing to ensure services start
e. Assist with social histories
f. Set up inner office meetings
B. CP Supervisor routes closed assessment to this position after review for closed file disposition.
1. Organize assessment and scan/index or place with associated case management file if appropriate.
2. For open Case Management files, as mail is received, code documents for scanning & give to worker. Retrieve these coded documents from Child Protection workers" filing receptacle. Scan and index into OnBase. Shred documents.
C. Enter information into SSIS workgroup and person screen.
1. Maintain Data Privacy and HIPAA compliance by making sure that information is entered into correct client workgroup.
2. Accurately and completely enter appropriate area: client demographics; transcribed phone calls; case notes; contact/activity; drug screen results; appeal decisions; court documentation; service arrangements - sends to CP Supervisor for approval.
D. Closed assessments and case management files will be labeled properly, including destroy date from SSIS, and filed/indexed in the correct area for the file type, including filing of paper files and electronic scanning and indexing.
E. Screen incoming call to determine need of caller, refer/respond appropriately.
1. Take messages for workers and deliver as soon as possible.
2. Reviews case records for completion of required agency forms.
3. Assists Intake individuals in completing social service application forms
F. When requested, provide support for Intake Unit by typing law enforcement reports, orders for protection/harassment petition information in order to complete intake process.
G. Provide miscellaneous support tasks for workers.
1. Assure a supply of forms needed for accomplishing mandated procedures and referrals is available.
2. Print court reports, placement plans, service plans and deliver to County Attorney"s Office, as requested.
3. Obtain birth/death certificates, as requested.
4. Retrieve closed files from archives, as requested.
5. Sort, date stamp and distribute incoming unit mail, daily.
6. Routes incoming electronic faxes to appropriate worker. Assist and instruct workers with questions regarding SSIS.
7. Fax, mail, copy, edit letters and information.
8. Print SSIS reports that provide workers and PRT with cumulative client information (i.e. days in placement).
9. Responds to initial complaints of clients, refers to appropriate staff.
10. Assist with supervised visits as requested by the social workers.

III. Process paperwork for children entering Out-of-Home Placement. Discretion A 30%
A. Follow case aide duties outlined in the "When child is placed out of home" checklist including:
1. Enter placement into SSIS and distribute Placement form.
2. Set up PRT review or team meeting.
3. Enter Court Actions into SSIS utilizing IV-E Foster Care form.
4. Complete IV-E submission worksheet in SSIS and submit to MAXIS.
5. Enter court actions so that electronic referral can be made to IV-E/MAXIS worker for determining eligibility.
a. As received by email, scan/index Court Orders into OnBase. Electronically, Stamp with SCANNED stamp and email to appropriate Social Worker.
6. Conduct a relative search in LexisNexis as directed by Social Worker. Copy into a Word document, create a PDF and scan into OnBase. Mark as scanned and send to worker via email.
7. Enter placement changes in SSIS, including Court Orders, and then update IV-E information in SSIS & submit to MAXIS. Distribute paperwork for children moving to another foster home or ending placement.
8. Maintain checklist which directs workers regarding forms to use, timelines and where to submit forms.
9. Attend related trainings to learn requirements and policy.
10. Enter appointments for meetings on Outlook calendar as requested from workers.

IV. Electronic Records Management Discretion A % 15
A. Prepares for scanning and scans into the electronic records management system, program records in timely fashion, under the direction of the Office Support Supervisor and departmental policy
B. Indexes scanned consumer records in OnBase to corresponding department folders and subfolders.
C. Under the direction of the Office Support Supervisor, purge identified program records following Departmental and State policy.

V. Miscellaneous Duties as assigned. Discretion A % 15
A. Assist with other office support tasks/duties, as requested.
B. Copy files for County Attorney"s Office, as requested.
C. Assist in transportation of clients.
D. Assist Case Managers in miscellaneous errands
E. Prepare and copy file information for Guardian Ad Litem, as requested.
F. Receive requests for assessment determination reconsideration and process according to established procedure.
a. Prepare file for Citizen Review Panel members to view.
b. When process is complete, mail determination letter and enter appeal in SSIS.
G. Provide Information Disclosure Request to individuals wanting a copy of their HHS records. Copy CP records, redact under supervision of CP Supervisor, then provide client with available information.
H. Maintain alpha file for original certified birth/death certificates for Department.
I. Maintain a supply of case management files.
J. Purge Human Services files in accordance MN Statutes and SSIS Policy.
K. Check Outlook Fax Folder distribute faxes electronically. Backup.
L. Order supplies and forms as needed.
M. Sort and distribute Human Services incoming mail as needed; date stamp non unit mail received - as backup.
N. Prepare outgoing agency mail.
O. Cooperate with other units by looking up client information as requested by Financial Unit, Public Health, Collections and Child Support Unit.
P. Troubleshoot problems with fax machine, copier and printer.
Q. As requested, provide assistance with word document and spreadsheet creation.
R. Employee must have demonstrated ability to work effectively and efficiently in a wide variety of computer programs and systems.
S. Must be able to maintain positive working relationship with County Attorney, County Administration, Department Administrative team, and other county and community committees, State offices of the State of Minnesota for miscellaneous programs.
T. Demonstrates adherence to and knowledge of HIPAA and Data Practices in work assignment.
U. Follow County and Department Policies and Procedures.
V. Keeps and Maintains Automobile Insurance and valid Driver"s License at all times.
Desired Minimum Qualifications

Education and Experience:

• Graduate of high school or equivalent,
• Three years of successful clerical experience and/or experience working with the public, or the equivalent

OR Two years of successful clerical experience in a social services/human services agency.
OR Two years of experience as a Community Service Aide or similar experience in a private non-profit agency or other public agency.
OR Two years of study at an accredited two- or four-year college/university or similar institution, with emphasis in the behavioral sciences (at least 23 quarter credits or 16 semester credits).

Knowledge, Skills and Abilities
Knowledge, Skills, and Abilities -
1. Knowledge of department procedures, programs and activities.
2. Ability to relay this information to staff, clients, and public in absence of key personnel.
3. Ability to set priorities.
4. Must have excellent organizational skills.
5. Ability to remain calm and field questions/concerns put forth by clients or general public.
6. Knowledge regarding operation of office equipment. Ability to understand, follow oral and written instructions.
Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to sit, talk and hear. The employee is regularly required to walk; use hands and arms, to operate, handle or feel objects, tools or controls. The employee will reach with arms and hands. Occasionally the employee is required to climb and balance, bend, stoop, kneel, crouch and/or crawl.

The employee will occasionally lift, and/or move up to 50 pounds. Specific vision abilities required by this job include close, distant and peripheral vision and the ability to adjust focus. Additional Information

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee regularly works in an office setting.

TOOLS AND EQUIPMENT USED:
Computer, copier, phone, fax, automobile, other miscellaneous equipment relative to position.
Disclaimer

GENERAL STATEMENT:
Applicants for appointment to this position will be required to submit a formal application and may be subject to rating of education and experience, oral interview and/or reference check. Job related tests may be required of any applicant.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

This job description does not constitute and employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Application Special Instructions

Apply online at Minnesota Merit System at www.governmentjobs.com/careers/mnmeritsystem.

Job Type: Full-time