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Job Summary:
The Lead Case Manager is responsible for the day to day operations of the case management department including the timely submission of reunification packets, service plans and other assessments required for the compiling of a comprehensive case file found on Southwest Key’s (SWK) web-based system (ETO) with supporting documentation maintained in physical files. The Lead Case manager is required to maintain a flexible, organized and efficient work schedule and is subject to work extended hours, weekends, and be on-call.
Essential Functions:
• Assign cases immediately upon youth’s arrival or the next business day.
• Must ensure that youth are properly enrolled in to the program’s internal intake system (ETO, NSLP).
• Must perform weekly audits of 10% of the program’s active case files (physical and on SWK’s web-based system ETO) and maintain appropriate documentation to ensure compliance with SWK, State, and Federal guidelines.
• Must develop corrective action plans or disciplinary memos to address performance issues of case management staff in collaboration with Program Director.
• Review all assessments, Family Reunification Packets and any other documentation or assessments for accuracy of information while ensuring proper spelling and grammar is utilized prior to case manager submission to any stakeholder.
• Serve as the main point of contact for approving initial placements, youth being transferred and for requests for information in coordination with Program Director.
• Ensure that case managers properly close all physical and ETO case files upon youth leaving the shelter.
• Prepare and submit weekly case log reports to program staff, local funding source representative and other stakeholders as approved by Program Director.
• Maintain a daily updated list of the status for all cases to ensure that adequate progress is being made.
• Ensure that sufficient supplemental clothing, shoes, and other personal items are available at all times to meet the needs of all new and existing youth residing at the shelter while maintaining an active inventory of all items purchased.
• Responsible for adhering to budgetary limits and planning for annual expenses in cooperation with Program Director.
• Ensure that travel arrangements are completed for program staff transporting youth for reunification or transfer purposes (may include booking airfare, hotel, and rental car)
• Ensure that Case Management Significant Incident Reports (SIRs) are submitted within 24 hours upon notification of the incident and that additional reports are submitted to CPS and SWK’s internal reporting mechanism as required.
• Carry a small caseload for youth that are identified as being high profile or complex cases.
• Conduct initial intake interviews of youth to include gathering familial, possible sponsorship information and to establish age of the youth.
• Conduct interviews of family members, friends of family and/or sponsors to determine the integrity of the relationship and verify information received from minor within 24-48 hours upon admission to the shelter.
• Determine options available for youth within 48-72 hours and proceed with the required documentation to reunify youth with family in home country or in the United States as deemed applicable.
• Coordinate with local pro bono attorneys for the timely provision of “Know Your Rights” presentations to youth and ensure youth signs the acknowledgment and receives a copy of the Legal Service Provider list and Notice to Juvenile Aliens in Federal Facilities Funded by DHS or HHS.
• Ensure the timely completion of (assessments) Initial Intake, Emergency Placement, and Preliminary Service Plans in accordance with SWK, State, and Federal requirements. Additional assessments may be required depending on the location of the program and state licensing requirements. Forms are subject to change at any time.
• Ensure the timely submission of the initial Individual Service Plan due within 21 days of the youth’s arrival to the shelter and 30 day updates thereafter in accordance with SWK, State and Federal requirements.
• Document all actions taken and contacts with youth, sponsor, and stakeholders in the form of progress notes (efforts) as required by SWK, State and Federal contracts.
• Submit completed reunification packet with appropriate referral made by Case Manager for the timely release of youth to designated ORR representative.
• Provide weekly face to face updates to youth and telephonic updates to family members/sponsor with documentation found in ETO.
• Ensure the provision of two weekly telephonic contacts with family of origin, primary caregiver and/or sponsor.
• Facilitate incoming calls to youth with the appropriate family members and other approved caregivers.
• Facilitate attorney to client contact as requested by youth.
• Ensure that Treatment Team meetings are conducted on a weekly basis with representatives from all departments found at the shelter.
• Drive youth to facilitate program services, may include transportation to court appointments, attorney visits, other appointments as per contractual requirements as needed. May also include transporting youth within the United States if reunified.
Other Functions:
• Attend all organizational required trainings and facilitate trainings as needed.
• Attend all departmental and program meetings to ensure that up-to-date information is received and/or provided and to ensure that changes to policy or practice are implemented and adhered to.
• May serve as the Administrator in Charge of the shelter’s overall operation in the absence of the Program Director or Assistant Program Director.
• Create, identify and attend trainings that will enhance professional growth in the area of case management or supervision.
• Assist with the submission of monthly SWK reports, funder’s quarterly reports, and end of year reports.
• Provide and facilitate information as needed for SWK and/or funders monitoring activities.
• Must assist in the evacuation of youth as needed due to inclement weather conditions, natural disasters, or other unforeseen occurrences.
• Conduct monthly supervision meetings with all supervisees and maintain an ongoing record of the outcomes of the meetings conducted.
• Must complete Annual Performance Reviews of all case management staff.
• Attend training that will enhance professional growth in the area of case management, management and documentation or other topics as deemed appropriate by the program director.
• Travel as needed for trainings, conferences or to transport youth to destinations located within the S.
• Maintain a safe, clean and hazard-free work area.
• Ensure the proper supervision of youth at all times.
• Able to react to change productively and handle other essential tasks as assigned.
Qualifications and Requirements:
A combination of one of the following:
• * Bachelor’s degree required in Social Work, Psychology, Human Services, Counseling or other social service field with 2-3 years experience working with adolescents or in the youth services field preferred (volunteer and internship experienced included).
• Master’s Degree with 1-2 years of experience working in the youth services field.
• 1 year of fulltime paid supervisory experience.
• Must be computer literate with working knowledge of Microsoft Windows (Word Perfect, Microsoft Word, Excel)
• Required to work a flexible schedule to facilitate program services.
• Cleared Tuberculosis test results.
• Cleared background check from appropriate entity.
• (English/Spanish)
• Cleared drug test results (this one is for Texas programs only).
• Must be at least 21 years of age at the time of hire.
• Must possess a valid state driver’s license and be eligible to drive to conduct business on behalf of SWK.
Physical Demands:
Must be able to obtain Crisis Prevention Institute (CPI) certification and First Aid Certification (CPR). Must be able to supervise clients indoors and outdoors as necessary. Bending, stooping and lifting up to 15 lbs required to complete daily tasks. Job requires extended periods of sitting; use of various office equipment.
Work Environment:
This is a twenty four hour residential facility at which minors receive multiple services. Three shifts per twenty four hour period. Work shifts are subject to change. Noise levels vary from mild to moderate. Predominantly indoors, occasional outdoor monitoring or activities.
