Assistant Lead Case Manager

Job Summary:

 

The Assistant Lead Case Manager is responsible for assisting 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.  This individual works closely with the Lead Case Manager, Program Directors, Assistant Program Directors and other related departments within the Unaccompanied Minor’s program. The Assistant 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 fo