Case Manager

FLSA: Non-Exempt, Full time Supervisor: Program Manager

Pay Range or Rate: $22.00 to $24.00 per hr. Revised: 4.13.2023

Summary

Under the direction of the Program Manager/Supervisor, the Case Manager of Time Limited Subsidy is responsible for screening and eligibility, service coordination, and triage for families/Singles seeking services through the Coordinated Entry System for Families/Singles.

Essential Functions

• Coordinate with other project staff and partners to provide housing placement services and supportive services to facilitate clients' successful transition to permanent housing and coordinate services to foster housing stability during and beyond Time Limited subsidy.
• S/He is responsible for a caseload of families/Singles ratio (1:35).
• S/He is responsible for completing monthly follow-ups with families/singles according to caseload.
• Staff must create the participant’s record in HMIS at the same time the participant is determined to meet program eligibility requirements and enrollments.
• Complete monthly follow-ups (Home, Phone, or Office) with assigned clients from the caseload.
• Staff must update the participant’s housing status within twenty-four hours of any change.
• Staff must update information, track services (i.e., Housing Stability Plan creation/updates) and referrals, and complete case notes on services provided to the participant within 24 hours following the provision of the services.
• If there are significant changes during the time a client is enrolled in the program, a Status Assessment Update must be created within 24 hours of the change (i.e., increase or decrease of income).
• S/He will enter all client contact Data into Clarity within 24 hrs. of meeting with the client.
• Ensure that clients' exits are completed within 24hrs after the client exit interview.
• If the participant has exited to a permanent housing destination, the following areas must be updated with the permanent housing date and complete address:
  • Program Entry Page
  • Status Assessment Update Page
  • Exit Page
• Case Notes are to be entered within 24 hours in DAP (Data, Assessment, Plan) form. Additionally, case notes will be detailed and grammatically correct.
• Data Errors Reports will be issued to staff on a weekly basis and staff will make corrections within the deadline provided.
• Submit Daily Deliverables Report (When working remotely/ if applicable).
• Submit Productivity Reports weekly at the close of business to direct leads/supervisors on Fridays.
• Work with the Housing Team to locate housing and secure housing.
• Assist clients apply for units and attend landlord interviews with the client.
• Work with the client to complete an individualized housing plan and budget to ensure the household can sustain housing after the subsidy. Housing Plans must be completed at the initial assessment and signed by both the client and staff.
• Complete and update the Monthly Summary Reports and upload them into CLARITY.
• Update Status Assessment as needed.
• Upload the Housing Stability Plans and add the Service and case notes that coincide.
• Attend weekly/monthly case conference meetings.
• Verify program eligibility documents prior to program enrollment and at the time of financial assistance request submission.
• Collaborate and coordinate with DMH, DPSS, LAUSD, WorkSource, and SUD providers.
• S/he will assist clients with identifying the most appropriate housing intervention.
• Coordinate with other Time Limited Subsidy staff and collaborative partners to provide ancillary services to achieve housing stability; follow up with clients weekly, at a minimum; maintain interagency consultation, coordination, and referrals as it relates to housing.
• Maintain up-to-date and accurate documentation in client files for service coordination/case management, housing placement, rental assistance, and move-in assistance.
• Provide the Supervisor/Program Manager with all required client information and assessment outcomes.
• Enter data into CLARITY within 24 hours.
• Prepare project reports in accordance with funding requirements.
• S/he will assist in training and provide support to necessary staff, providers, and other project partners participating in the project. The case manager will participate in all mandatory program and division meetings and training, as assigned by his/her supervisor and division director.
• Prepare reports in accordance with program requirements and Division policies.
• Conduct criminal background checks on all pre-eligible applicants and household members over 13 years of age. (LACDA documentation, when available)
• Maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2, and other funding requirements for audit purposes.
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.
• Represent the Agency in a professional manner at meetings and community events.
• Build trusting relationships by acting with integrity, courtesy, and responsibility in the face of stress at/during the workplace.
• Work with external agencies for potential long-term subsidies.
• Internal and external referral linkage.
• Monthly Field/Home visits or as needed.
• Regular attendance is required.
• Complete other duties as needed in the program.
• Evening hours (2-3 days) a week.

Secondary Functions

Perform other duties as assigned by the Supervisor, Program Manager, Senior Manager, Division Director, and Deputy Director. Answer phones and route incoming calls; serve as backup to the Case Managers in their absence.

Minimum Qualifications - Knowledge, Skills, and Abilities Required

• An associate degree in social services or other administrative, business, or housing field is required from an accredited or state-approved college or university, with a minimum (1-2) years of job-related experience working with homeless individuals and families OR two years experience working in the social service field.
• Case management and homeless program experience preferred.
• If in recovery, a minimum of three (3) years of being drug and alcohol-free is required.
• Working knowledge of Microsoft Word, Excel, and other database programs.
• Knowledge of resource development, case management, and documentation.
• Ability to work with clients from diverse cultural, ethnic, and socio-economic backgrounds.
• Ability to communicate effectively, both written and orally.
• Verification of Employment Eligibility and Background Clearance.
• TB test is required every year or as needed. CPR and First Aid Certification are required every two years or as needed with the company and a valid Driver’s License and auto insurance are required.
• Reliable transportation is required.
• Ability to communicate effectively, both written and orally.
• Experience working with homeless families and children, DCFS as well as experience with placing homeless families into permanent housing.

Non-Essential Qualifications :

Experience using HMIS and at least one year of time-limited subsidy experience preferred.

Supervisory Responsibilities :

This position does not have any supervisory responsibilities.

Environmental Conditions (Working Conditions)

This position is responsible for working in “client-friendly” environments and is required to visit other shelters and homeless access centers as part of their duties. Local automobile travel is required. There is some responsibility to work in noisy environments where children and adults are present.

Physical Requirements

The Case Manager typically spends time sitting, standing, typing, thinking, writing, walking, driving, carrying (max. 25 lbs), listening, and speaking.

Mental Requirements

This position will require the individual to be able to handle any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules: be able to process information, think, and conceptualize.

Special Service for Groups is an Equal Opportunity/Affirmative Action Employer