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Title: Case Manager Division: HOPICS
FLSA: Full-time, non-exempt Supervisor: Shallow Subsidy Manager
Pay Range : $22.00-24.00 Per hour Revised: 09.15.2023
______________________________________________________________________________
Summary
Under the direction of the Supervisor and/or Program Manager, the Case Manager is responsible for screening and eligibility, service coordination, and triage for individuals, families, and TAY(Youth) seeking services through the Coordinated Entry System for individuals.
Essential Functions
- Coordinate with other project staff and partners to provide housing services and supportive services to facilitate clients successful transition to permanent housing and coordinate services to foster housing stability during and beyond Shallow Program subsidy.
- Staff must update the participant’s housing status within twenty-four hours of any change.
- Staff must update information, track services (i.e., Housing Service Plan creation/updates) and referrals, and complete case notes on services provided to the participant within 24 hours following the provision of the services.
- Case managers will be responsible for ensuring that all information is uploaded into HMIS once referral is received.
- The case manager will assist with the Shallow Subsidy referrals process.
- If there are significant changes during the time the client is enrolled in the program, Status Assessment Update must be created within 24 hours of the change (i.e., increase or decrease of income).
- The exit destination must be changed to where the participant has exited to/destination.
- If the participant has exited to a permanent housing destination, the following areas must be updated with the permanent housing date and complete address:
o Status Assessment Update Page
o Exit Page
- Case Notes to be entered within 24 hours in DAP 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 weekly Deliverables Report
- Submit Productivity Reports weekly on Fridays.
- Work with the Housing Team to locate housing and secure housing when needed.
- Assist clients apply for units and attend landlord interviews with the client when needed.
- 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 initial assessment and signed by both the client and staff.
- Complete and update the Monthly Summary Reports and upload them into HMIS.
- Update Status Assessment as needed.
- Upload the Housing Stability Plans and add the Service and case note that coincide.
- Attend weekly case conference meetings.
- Verify program eligibility documents prior to program enrollment and at the time of financial assistance request submission.
- Staff will assist clients with identifying the most appropriate housing intervention.
- Coordinate with other FSC staff and collaborative partners to provide ancillary services to achieve housing stability; follow-up with clients weekly, at 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 Program Manager with all required client information and assessment outcomes.
- Enter data into HMIS within 24 hours.
- Prepare project reports in accordance with funding requirements.
- Staff 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/mandated programs and division meetings and trainings, as assigned by his/her supervisor and division director.
- Prepare reports in accordance with program requirements and Division policies.
- 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.
- Staff must have knowledge on the referral process, timeframes relating to contact and enrollments into the program.
- Staff will complete assessments as required by LAHSA within 24 hours on client encounter-initial intake.
- Staff must have knowledge of program requirements for enrollment purposes.
- Represent the Agency in a professional manner at meetings and community events.
- Build trusting relationships by acting with integrity, courtesy, and responsibility even in the face of stress of demanding workplace conditions.
- Attend Eligibility meetings monthly or as needed for all referrals in SPA 6 and SPA 8
- Home visits are required Monthly/quarterly.
- Thorough Case Management and wrap-around services are required quarterly.
- Internal Case conferencing as needed.
- Regular attendance required.
- Other duties as needed.
Secondary Functions
Perform other duties as assigned by the Program Manager and/or Associate Director. Answer phones and route incoming calls; serve as back-up to the Case Managers in their absence.
Minimum Qualifications - Knowledge, Skills and Abilities Required
Associate degree in social services state approved college or university, or other administrative, customer service, social work, or case management business with a minimum (1-2) years job related experience working with homeless individuals and families; 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 required every year or as needed. CPR and First Aid Certification required every two years or as needed with company and valid Driver’s License and auto insurance 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.
- Bilingual is a plus but not required.
- Adaptability to fast paced environment
- Time management
- Critical thinking
Supervisory Responsibilities:
- This position does not have any supervisory responsibilities.
- 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.
- The Case Manager typically spends time sitting, standing, typing, thinking, writing, walking, driving, carrying (max. 25 lbs), listening, speaking.
- 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.
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