Case Aide Clerk

Description

Sunny Glen Children's Home Job description

Job Title: Case Aide Clerk

Department: Social Services

Supervisor:Lead Case 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 -