Navigation Specialist I/II/III

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title:        Navigation Specialist I/II/III

Department:    Administration

Reports To:     Navigation Manager

Supervises:     None 

FLSA Status:  Non-Exempt 

Pay Grade:      N4 (I), N5 (II), N6 (III)

Job Type:        Full-Time, Regular  

AKBCU:         No       ICPA: Yes 

General Functions:

The Cook Inlet Tribal Council’s (CITC) Navigation Specialists will be the main point of contact for initiating services at Cook Inlet Tribal Council, both in person and via MyCITC online. These positions provide support to the program departments at CITC/ANJC/CSELC through performance of data entry, referrals, electronic filing, greeting the public, processing received applications and other forms, reviewing applications for completeness, setting appointments, and answering questions from participants and other departments. The candidate will work as a team consisting of various professionals and identifying resources for referral and coordination. This is a progressive position and is designed to grow in depth and breadth from Navigation Specialist I to III with progressively more responsibility.   Starting level determined based on qualifications and experience upon hire.  Progression between job levels is based on the demonstrated ability to successfully handle more progressively responsible assignments. 

Duties and Responsibilities:

Navigation Specialist I

• Become proficient in all MyCITC software applications, which includes Care Logic, Apricot, MyCITC, and other communications tools.
• Become proficient in CITC/CSELC/ANJC and community partner resources.
• Screen and assess participants’ needs at the time of initial contact both in person and virtually. 
• Provide a warm handoff of the participant/family to program staff.
• Make appropriate referrals to CITC departments.
• Perform data entry, answer/receive phone calls, and distribute documents.
• Maintain accurate and complete participant records in compliance with the program and agency procedures. 
• Make initial contact with participants, by greeting them, setting up participant accounts in MyCITC, and assess if participant has a need for more services/referrals/appointments using the Five Factor Screener form.
• Receive visitors, make referrals and answer routine questions about programs and services.
• Become familiar with departmental staff when referring participants to different departments.  
• Promote programs to participants.
• Participate in required trainings and meet attendance requirements. 
• Maintain confidentiality according to regulations and procedures.
• Perform all related duties as assigned.

Navigation Specialist II

• Consistently perform all duties and responsibilities of a Navigation Specialist I with a higher level of proficiency.
• Assist department staff with day-to-day operations, clerical duties, and special projects.
• Track and manage department resources, supplies, supportive services requests, and Request of Information (ROI)s.
• Assist other staff and security to assist participants in deescalating crises.
• Contribute to the safety and security of the department by executing emergency procedures.
• Provide appointment reminder support for ETSD – log calls on a spreadsheet, track date, time, method of outreach, and notes of upcoming appointments.
• Complete log of daily calls including who was transferred.
• Provide Notary Services to participants and employees. 
• Promote programs to participants.
• Act as an ambassador of CITC services to proactively build relationships.
• Monitor and manage the dedicated program email addresses and respond to emails as appropriate (info.citci.org) (Navigation@Citci.org).
• Manage voicemails from main line (907.793.3600 & 907.793.3303) by returning participants’ messages and providing resources that meet their needs, including outside of CITC within 24 business hours.
• Respond to inquiries from internal and external partners about the referral process.
• Manage automated systems to support communication with participants, as available.
• Schedule and coordinate intake appointments to complete all applicable enrollment documentation.
• Responsible for proactively engaging participants.
• Coordinate with program staff to facilitate participant access to events.
• Collaborate with staff, including assisting in problem solving, sharing new resources and information, and providing back-up of services as necessary.
• Attend department meetings as requested or as appropriate for outreach and/or knowledge of other services.
• Receive visitors, make referrals and answer routine questions about programs and services.
• Participate in required trainings and meet attendance requirements.
• Maintain confidentiality according to regulations and procedures.
• Performs all related duties as assigned.

Navigation Specialist III

• Consistently perform all duties and responsibilities of a Navigation Specialist I and II with a higher level of proficiency.
• Become knowledgeable of CITC PL 102-477 plan and CITC programs/services.
• Track, develop and provide training to staff in the areas of the Integrated Case Management Coordination (ICMC) Model, 477 Services and applicable procedures.
• Coordinate monthly ICMC Meetings with an agenda and meeting notes.
• Provide training to staff on how to use the Five Factor Survey as a case management tool to refer participants to ICMC services.
• Manage and update ICMC procedures, policies, staff trainings, outreach materials and resource guides.
• Provide transportation services for participants to their essential appointments and meetings.
• Ensure that participants are given all necessary accommodations while receiving transportation services.
• Ensure vehicles are properly maintained, cleaned, and fueled at all times, and notify the Manager when vehicles need service/repair.
• Report any traffic violations to manager and legal immediately, regardless of time of violation. 
• Must attend and pass CITC driving course.
• Maintain an accurate record of all driving services provided and participants transported.
• Assist with screening participants for ICMC and working through referrals.
• Be the main point of contact for the ICMC for participants, CITC staff and community partners.
• Ensure all proper ROI forms are on file and current for participants and community partners.
• Responsible for coordinating participant led ICMC services, which includes scheduling time, informing appropriate parties, securing the location or virtual platform and meeting agenda.
• Provide monthly data reports on ICMC services and quarterly narrative reports to the manager.
• Ensure ICMC planning is a shared responsibility between participant and ICMC teams.
• Ensure identified strengths of the participant will be used as a foundation of their plan.
• Contact participants that leave comments or negative ratings on Participant Satisfaction Survey (PSS) to gain feedback on providing better services to our participants.
• Work directly with executive staff to solve issues/concerns indicated on PSS.
• Contact participants and community partners that leave email messages on the main email address info.citci.org/navigation@citci.org
• Maintain confidentiality according to regulations and policies.
• Perform all related duties as assigned.

Job Responsibilities Related to Participant Privacy

• Employee is expected to actively participate in CITC privacy training and to protect the privacy of participant information in accordance with CITC's privacy policies, procedures and practices, as required by federal and state law.  Failure to comply with CITC's policies and procedures on participant privacy may result in disciplinary action up to and including termination of employment.
• Employee may access protected health information and other participant information only to the extent necessary to complete job duties.  Employee may only share such information on a need to know basis with others who have job responsibilities related to treatment, payment, or other CITC operations.
• Employee is encouraged and expected to report, without the threat of retaliation, any concerns regarding CITC's policies and procedures on participant privacy and any observed practices in violation of the policy to the designated Privacy Officer. 

Job Specifications for all levels: 

• Strong knowledge of filing and basic recordkeeping systems.
• Demonstrated ability to alphabetize, code, rank numerically and sort.
• Strong customer service skills.
• Self-starter and sufficiently motivated to start a new task with limited supervision. 
• Demonstrated ability to work well with Alaska Native and American Indians and an understanding of social and cultural norms of the native community.
• Excellent written and verbal communication skills.
• Knowledge of various software applications and general office procedures. 
• Demonstrated ability to work independently with minimal supervision.
• Demonstrated ability to be non-judgmental and to work with people in crisis.
• Must be familiar with community resources; Working knowledge of agency and community resources. 
• Demonstrated ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. 
• Excellent coordination and organization skills. 
• Strong problem-solving skills.
• Must maintain confidentiality at all times while displaying a professional disposition. 
• Maintain a positive working relationship with CITC staff.
• Group/Team facilitation skills.

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

Navigation Specialist I

• High school diploma or GED. 
• One (1) year of relative experience or equivalent combination of education and experience.

Navigation Specialist II 

• Associates degree in Human Services or related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
• Two (2) years related experience or equivalent combination of education and experience.

Navigation Specialist III

• Bachelor’s degree in Human Services/Social Work or related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
• Two (2) years of Program Coordination or similar experience.
• Valid Alaska driver’s license and insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.

Minimum Qualifications for All Levels: 

• CPR/First Aid, ASSIST, CPI Certifications, or ability to obtain within six (6) months of hire.
• Knowledge and/or interest in learning about Alaska Native and American Indian culture and community resources.
• Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check.

Preferred Qualifications:

Navigation Specialist I

• Two (2) years’ experience working in a social service, non-profit or workforce development setting.
• Experience working with Alaska Native people, knowledge of their values and belief system and the ability to provide culturally competent services.

Navigation Specialist II

• Three (3) years’ experience working in a social service, non-profit or workforce development setting.
• Experience working with Alaska Native people, knowledge of their values and belief system and the ability to provide culturally competent services.

Navigation Specialist III

• Experience with Program Management, writing quarterly reports, and administering surveyed feedback.
• Experience with programs/services in Education and Training Service Department (ETSD). 
• Experience working with Alaska Native people, knowledge of their values and belief system and the ability to provide culturally competent services.

Physical Requirements: 

NATIVE PREFERENCE STATEMENT: Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN/AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children. Also included are non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job.  It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job.  Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time.  This job description is not an employment agreement or contract.