Case Aide Clerk

Description

Sunny Glen Children's Home Job description

 

Job Title: Case Aide Clerk

Department: Social Services

Supervisor: Filing Manager

FLSA Status: Non-Exempt

Prepared by: Human Resources Department  

 

Summary

The case Aide at Sunny Glen Children’s Home is responsible for assisting case management in the day-to-day case-related tasks to ensure that services are provided to youth in a timely manner. Case Aide is to assist with maintaining case files, and compliance with ORR Policy and Procedures established state and federal standards. Collaborates closely with Case Manager, the Transportation team, a Sunny Glen third-party contract, and Copa Cabana. Together we strive to obtain and coordinate flight transportation arrangements for an Unaccompanied Children’s reunification process with the corresponding Sponsor/Family while maintaining compliance with established state and federal standards. In the event, that a Child is transferred to another shelter and or program the Case Aide will facilitate transportation arrangements that best fit both program schedules. In addition to coordinating travel for reunifications and transfers, the Case Aide will be included and communicated with when it comes to any other forms of discharges. The Case Aide is responsible for tracking and advising Sunny Glen of all expected discharges.

Essential Duties and Responsibilities

• Maintain and archive physical or electronic active/discharged files in accordance with agency and ORR policies and procedures, meeting licensing standards.
• Meet with Children on a weekly basis to provide telephonic communication with the family of origin, primary caregiver, and/or sponsor.
• Assist with discharge and transfer planning and paperwork as needed.
• Complete closing of files on the Child is released from the program. 
• Conduct ProBAR coordination with Know Your Rights presentations and legal screenings.
• Assist with meeting clients as needed based on client request submissions.
• Filing paperwork and assistance on behalf of other departments
• Daily use of program software, ETO, and UC Portal.
• Help prepare and process case service forms, applications, and other paperwork as needed.
• Meet with children on a weekly basis to provide telephonic communication with the family of origin, primary caregiver, and/or sponsor.
• Complete closing of files once the Unaccompanied Child is released from the program.
• Assist with facilitating ORR National Call Center referrals for service gaps identified during 30-day calls.
• Ensure proper completion of assessments and deadlines as required per Internal and ORR Policy and Procedures.
• Communicate all information to Copa Cabana.
• Communicate directly with sponsors to send the payment submittal form. Copa Cabana will receive the payment form once the sponsor presses the submit command.
• Should Copa Cabana require additional information or assistance with sponsors, CM must be informed.
• In the event that a sponsor is not able to pay fees associated with airfare and the client’s physical release is delayed past 72 hours or more, RFC should advise CM so information can be communicated with ORR FFS of this delay.
• Obtain the Transfer of Custody Form and work closely with the Travel Escort team lead.
• Consider flight assignments due to Travel Escort availability, ratio, genders of the children/Travel        Escorts, medical conditions, etc.
• Track all Travel Arrangement Logs and begin/process all flight arrangements.
• Ensure to be aware of the Types of Discharge.
• Coordinate flight-travel arrangements for those that require ORR FFS approval.
• Responsible for tracking and reporting the following types of releases that occur within SG. CM will ensure to notify RFC of these upcoming discharges as RFC must include this information in Daily Discharge Report.
• Ensure flight dates are secured within 48 hours from when the Unaccompanied Child’s case was approved and properly submit the corresponding Travel Request Form.
• Email the Escort Team with itineraries for both the client and the Travel Escorts to smoothly coordinate transportation.
• Coordinate communication with the Food and Nutrition department Director/Chef via email so that the client may have healthy meals during travel.
• Become well-versed in the internal Booking Process Overview.
• Itineraries must be uploaded to iDirectDoc.
• Maintain confidentiality in all areas.
• May work extended hours, weekends, and holidays on a needed basis to facilitate program services.
• Attend training and meetings as scheduled.
• Learn and abide by Sunny Glen Children’s Home policies and procedures (and minimum standards)
• Ability to evacuate/travel if needed due to natural disaster.
• The employer retains the right to change or assign other duties to this position.
• Other duties may apply.

Competencies - To perform the job successfully, an individual should demonstrate the following competencies:

 

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

 

Job Knowledge - Competent in required job skills and knowledge; exhibits the ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

 

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

 

Problem-Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.

 

Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.

 

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

 

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

 

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

 

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

 

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

 

Change Management - Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; prepares and supports those affected by change; monitors transition and evaluates results.

 

Performance Coaching - Defines responsibilities and expectations; sets goals and objectives; gives performance feedback; motivates for increased results; recognizes contributions; encourages training and development.

 

Team Leadership - Fosters team cooperation; defines team roles and responsibilities; supports group problem solving; ensures progress toward goals; acknowledges team accomplishments.

 

Delegation - Delegates work assignments; matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results.

 

Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others.

 

Managing People - Includes staff in planning, decision-making, facilitating and process improvement; makes self-available to staff; provides regular performance feedback; develops subordinates' skills and encourages growth; solicits and applies customer feedback (internal and external); fosters quality focus in others; improves processes, products and services.; continually works to improve supervisory skills.

 

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

 

Visionary Leadership - Displays passion and optimism; inspires respect and trust; provides vision and inspiration to peers and subordinates. The position will integrate Sunny Glen’s Core Values throughout their day-to-day operations.

 

Business Acumen - Understands business implications of decisions; aligns work with strategic goals.

 

Conflict Resolution - Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.

 

Recruitment & Staffing - Utilizes recruitment sources; exhibits sound interviewing skills; presents a positive, realistic view of the organization; analyzes and forecasts staffing needs; makes quality hiring decisions.

 

Cost Consciousness - Works within approved budget; contributes to profits and revenue; conserves organizational resources.

 

Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

 

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

 

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.

 

Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; adapts strategy to changing conditions.

 

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation.

 

Achievement Focus - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities.

 

Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

 

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies the appropriate person with an alternate plan.

 

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

 

Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

 

Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in the decision-making process; makes timely decisions.

 

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks.

 

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

 

Quantity - Completes work in a timely manner.

 

Safety and Security - Observe safety and security procedures; reports potentially unsafe conditions; use equipment and materials properly.

 

Qualifications

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. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Must be 21 years of age or older. Must be bilingual in English and Spanish.

 

Education and/or Experience

Minimum GED or High School Diploma

Preferred: 30 hours of higher education in a social service field or 1-2 years of paid or unpaid experience working in a youth services field

 

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, and the general public.

 

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 

Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Office, Excel, and Electronic Case Management software.

 

Certificates, Licenses, Registrations

Valid Texas Driver's License.

Have a record of tuberculosis screening showing the employee is free of contagious TB.

 

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 accommodation may be made to enable individuals with disabilities to perform essential functions.

 

While performing the duties of this Job, the employee is regularly required to stand, walk; stoop, kneel, crouch, or crawl, and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms.  The employee is occasionally required to sit; climb or balance and taste or smell. The employee must regularly exert up to 25 pounds of force (mopping, lifting groceries, moving furniture, cooking, etc.) and occasionally be able to perform a restraint on youth weighing up to 200 lbs. Must be able to frequently maintain visual and auditory supervision of multiple children. The employee must be able to make quick decisions, tolerate frustration, and be able to always balance mental toughness with compassion. The employee must be able to multitask.

 

Work Environment 

The characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually loud. The employee must be able to function in a noisy environment.

Notes

All services shall be provided in accordance with established standards, principles, and ethics of the profession, applicable professional specialty organizations, and the high-quality standard for which Sunny Glen Children’s Home is recognized.

 

Sunny Glen is an Equal Opportunity Employer (EOE). Employment selection and related decisions are made without regard to race, color, national origin, religion, sex, disability, veteran status, gender identity, sexual orientation, and other statuses protected by law.

 

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this class classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

 

 

 

Qualifications

Education and/or Experience

Minimum GED or High School Diploma

Preferred: 30 hours of higher education in a social service field or 1-2 years of paid or unpaid experience working in a youth services field