Case File

Job Type

Full-time

Description

Work Hours: 8:30 a.m. - 5:00 p.m. Workdays: Monday - Friday (weekends/evenings as needed) Location: 5315 Summit Pkwy , San Antonio TX. 78210
Mission: The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love.

Summary: The Case File & Data Coordinator works closely with the Program Director of Refugee Support Services (RSS) Education. They will 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 is to provide 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.

• 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 RSS Employment & Youth Mentoring 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 of data entry software such as excel and adobe.
• Knowledge of State and Federal Contracts and Grants.
• Knowledge of Program Manuals and Operational Guidelines.
• Knowledge of client files documentation and record keeping.
• Skilled in using personal computer, various software, email and internet
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal skills.
• Must have good critical thinking and problem-solving skills.
• Bilingual is a plus but not required

Disclaimer:

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.) ** This is a Grant funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position .**

Catholic Charities is an Equal Opportunity Employer. To view this and other employment opportunities please visit our website at www.ccaosa.org . You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.

Salary Description

26.00

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