Case Aide Clerk

Sunny Glen Children's Home

Job Title: Case Aide Clerk

Department: Social Services

Supervisor: Filing Manager

FLSA Status: Non-Exempt

Prepared Date: 10/13/2021

Summary

Case Aide at Sunny Glen Childrens Home New Day Resiliency Center (NDRC) 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, an SG-NDRC third party contract, and Copa Cabana. Together we strive to obtain and coordinate flight transportation arrangements for a UACs reunification process with the corresponding Sponsor/Family while maintaining compliance with established state and federal standards. In the event a UAC is transferred to another shelter and or programs 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 SG-NDRC of all expected discharges. Other duties may apply as assigned.

Essential Duties and Responsibilities include the following, other duties may be assigned:

• Maintain and archive physical or electronic active/discharged files in accordance with agency and ORR policies and procedures; meeting licensing standards
• Filing paperwork and assistance on behalf of other departments
• Daily use of program software such as Idirectdoc and UAC Portal
• Help prepare and process case service forms, applications, and other paperwork as needed
• Meet with UAC on a weekly basis to provide telephonic communication with family of origin, primary caregiver, and/or sponsor
• Assist with discharge and transfer planning and paperwork as needed
• Complete closing of files once UAC is released from 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 sponsor presses the submit command.
• Should Copa Cabana require additional information or assistance with sponsors, CM must be informed
• If a sponsor is not able to pay fees associated with airfare and the clients physical release would be delayed past the 72 hours or more, CA will advise CM so information can be communicated with ORR FFS of this delay
• Obtain the Transfer of Custody Form and work closely with the Lead/Asst. Lead Travel Escort
• 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 release that occurs within SG-NDRC. CM will ensure to notify CA of these upcoming discharges as CA must include this information in Daily Discharge Report.
• Ensure flight dates are secured within 48 hours from when the UACs case was approved and properly submit the corresponding Travel Request Form.
• Email the Travel Escort Team with itineraries for both the client and the Travel Escorts to smoothly coordinate transportation.
• Coordinate communication to the Food Service Kitchen Manager via email so that the client may have healthy meals during travel.
• Become well-versed with 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 trainings and meetings as scheduled
• Learn and abide by Sunny Glen Childrens Home New Day Resiliency Center (NDRC) policies and procedures (and minimum standards)
• Learns and abides by CPI behavioral intervention.
• Ability to evacuate/travel if needed due to natural disaster
• Employer retains the right to change or assign other duties to this position

Essential Skills Required

• Excellent organizational, time management, and communication skills; written and verbal (English & Spanish)
• Critical thinking and problem-solving skills
• Computer literacy and knowledge of Microsoft Windows
• Maintain appropriate boundaries
• Work effectively and without intensive supervision both independently and as a member of a multidisciplinary team

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

Education and/or Experience

• Minimum GED or High School Diploma
• Bilingual in English and Spanish Required
• 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
• If have BA, from accredited college or university

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Strong communication skills, important. Bilingual is preferred (English/Spanish).

Certificates, Licenses, Registrations

• Valid Texas Driver's License with an excellent driving record
• CPR/First Aid, 15 passenger van, CPI Behavior Intervention, case management software, Paycom, and other DFPS mandated training (training offered on the job.)

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 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 accommodations may be made to enable individuals with disabilities to perform the 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, and 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.

Education and/or Experience

• Minimum GED or High School Diploma
• Bilingual in English and Spanish Required
• 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
• If have BA, from accredited college or university