Social Adjustment Services Case File & Data Coordinator

Description

Summary: The Case File & Data Coordinator works closely with the Program Director of Refugee Support Services (RSS) Social Adjustment Services (SAS). They ensure that program client case files and program data/outcomes are following requirements outlined in the partnership agreements and the Texas Refugee Program CMA and RSS Provider Manual. This position provides assurance that all case files contain chronological, clear, concise, and comprehensive case notes and required client records for each activity in the case file. In addition, program performance outcomes are on track with ensuring programs operate allowable services and activities.

Position Responsibilities:

• *Conduct regular file reviews and quality assurance checks to ensure documentation is accurate, complete, and current on a monthly, quarterly basis and at random.
• *Follow grantors program case file check lists and monitoring tools provided by the agency and or the assigned program funder to ensure programs are following their policies and contracts.
• *Regular review of program requirements, performance outcome measures, plan of operations, and staying informed of policy changes and revisions.
• *Verify data integrity and correct discrepancies in coordination with program staff and keep record of case files reviewed.
•  *Track due dates for case file reviews, logic model submission and monthly client counts and follow-up actions, notifying staff of upcoming agency deadlines.
• Work closely with case managers to gather missing documentation and resolve file issues
• Training of program staff in providing proper and required documentation of client records, filling out activity logs thoroughly and staying informed of funding sources case file requirements and timelines.
• Training of program staff on quality assurance activities and areas of improvement.
• Maintain organized, up-to-date client case files (physical and electronic) in compliance with agency, funding, and legal requirements.
• Follow all retention program policies according to funding program manuals and contracts.
• Enter and update client information in the agency’s case management database(s) promptly and accurately.
• Generate reports for funders, program evaluation, and internal use as requested.
• Support internal and external file audits, preparing required documentation and addressing findings.
• Ensure all forms, templates, and data entry procedures are consistent with the latest compliance guidelines.
• Provide training or guidance to staff on documentation and data management best practices.
• Coordinate with program leadership to ensure reporting deadlines are met.
• Must complete all required professional development assigned in a timely manner.
• Adherence to the Code of Conduct and the Faith and Moral is mandatory.
• Must be sensitive to the service population’s cultural and socioeconomic characteristics.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Other duties as assigned by the Program Director.

Competencies: Teamwork

Communication 

Integrity/Honesty

Technology

Results Oriented

Requirements

Minimum Qualifications:

· Education

• Associate’s degree preferred but not required; or equivalent of 1-year experience in a social service environment that demonstrates a sensitivity and appreciation for diverse cultural populations.

· License and Credentials

• Reliable transportation
• Valid driver license; Valid vehicle insurance
• Must have clean driving record

Minimum Knowledge and Skills:

• A solid grasp of file documentation and record keeping.
• A solid grasp