Case Aide - Social Services

Job Summary

Under general direction of a Social Work Supervisor, employee performs administrative duties including the following: maintaining caseload of assigned clients, preparing documents, organizing and maintaining case records, providing the public or service provider with requested information and referrals, and performing related work as required. The employee has the authority to carry out their duties in a manner consistent with good professional judgment and within the parameters of state statutes, Department of Human Services rules, and Scott County Human Services policies and procedures. Work is primarily performed in an office setting but also has requirements for field work.

Job Description

ESSENTIAL DUTIES

*Position specific duties for Case Aide positions vary by program area/focus. Some positions may require evening and weekend hours.

• Provides direct services and program support to clients by:
• Conducting individual and group skill building sessions and training for clients or providers.
• Intervention and crisis assistance.
• Program training, education, and information including help with forms and applications. 
• Responds to intake calls/walk-ins; triages, assesses, prioritizes, and coordinates an appropriate response; provides information and referral resources to support caller or coordinates staff response based upon assessment of urgency.
• Processes new applications coming into the agency, ensuring they are entered in the appropriate systems and initial set up actions are in place. 
• Completes case notes and documentation of all client and collateral contacts and communications; monitors adherence to plans; provides accurate and detailed documentation to professional staff for use at court or with other outside agencies. 
• Generates a variety of reports, documentation, and presentation materials to monitor budgets, track and report on program spending and activity, and track data for program and performance measures, etc.
• Accesses and navigates several state and county computer systems and databases for work tasks and documentation.
• Writes, edits, and sends out bulk email messages to clients or providers for efficient communication. 
• Creates and regularly updates complex databases critical to unit functioning; utilizes information to determine program eligibility and perform essential tasks related to:  
• Maintaining grant and waiver financial and approval/denial databases
• Maintaining eligibility databases. 
• Coordinates and collaborates with multiple technical systems, county departments, and provider agencies to resolve issues, develop procedures, and advocate for clients. 
• Researches, plans, and creates program support documents to include brochures, newsletters, articles, and program information packets, resources, and materials; gathers, organizes, and maintains information on community and state resources for training and support; ensures adequate supply of materials. 
• Organizes, facilitates, and assists with, and/or presents at specialized group training events or recognition programs. 
• Advocates for clients as needed with community organizations and resources.
• Responsible for supporting an inclusive environment focused on equitable outcomes.
• Demonstrates knowledge and understanding of human behavior, cultural diversities, and language barriers to ensure equitable service delivery.
• Completes on-site visit/consultation as required by rules and programs. 
• Works the hours and/or shifts assigned and begins and ends work on time. 
• Performs other related duties as required or assigned.

 

POSITION SPECIFIC DUTIES:

Adult Mental Health Case Aide:

• Facilitates social, educational and recreational activities at the Community Support Program-Anchor Center
• Plans and coordinates activities at the Anchor Center.
• Purchases supplies for the Anchor Center.
• Provides transportation for the Anchor Center.
• Completes a monthly newsletter and calendar for the Anchor Center.
• Teaches and role models social skills.
• Helps clients schedule and provides transportation for the clients to attend medical and psychiatric services and other duties as signed. Staff accompanies clients to appointment and helps coordinate with the community providers.
• Assists clients in developing skills in the areas of budgeting, shopping, cooking, cleaning, organizing, money management, and other independent living skills.
• Assists clients applying for Social Security Disability and/or retaining legal representation to complete this task.
• Helps clients attain and maintain MA, GA, MFIP, SNAP, and other economic assistance supports.
• Helps clients seek and apply for housing.
• Takes Anchor Center clients on outings in the community.
• Completes goals with clients as assigned by case managers.

Developmental Disability Case Aide:

• Manages Family Support Grant, Voucher respite, Consumer Support Grant, and Waiver databases.
• Pulls DD Waiver Management System information.
• Tracks all exception budget amounts for Consumer Directed Community Supports.
• Enters all DD waiver and grant lines in MMIS.
• Enters all screenings which determine eligibility into MMIS and makes frequent adjustments following assessments, case management changes, or guardianship changes.
• Documents all actions in SSIS.
• Creates and regularly updates complex databases critical to unit functioning; utilizes information to determine program eligibility and performs essential tasks related to waivered services and grant funding.
• Assists with client-related needs as able/time allows.
• Completes all notices of action for ending grants.
• Completes Environmental Accessibility Adaptation approval letters.
• Complete CDCS approval letters.
• Attends Consumer Support Grant/Community First Services and Supports metro meetings to ensure lead agency is up to date on data impacts.

Children’s Mental Health Case Aide:

Creates and regularly updates complex databases critical to unit functioning; utilizes information to determine program eligibility and perform essential tasks related to Tribal Membership and Enrollment.

Licensing Case Aide:

• Creates and regularly updates complex databases critical to unit functioning; utilizes information to determine program eligibility and perform essential tasks related to:
• Licensing
• Background Checks
• Maintenance of manuals
• Acts as the primary agency contact for the state background check system for licensed programs. This includes guidance to clients/providers on data entry and process completion and support to workers for navigating the system and interpreting results. Also responsible for submitting all disqualification requests for reconsideration.
• Processes requests for stepparent adoption background studies and provides results to Court Administration.
• Monitors foster care licensing inquiries in the online application system and is the first agency point of contact with potential applicants.
• Researches, plans, and creates program support documents to include brochures, newsletters, articles, and program information packets.
• Gathers, organizes and maintains information on community and state resources for training and support; ensures adequate supply of materials, either printed or as electronic documents.
• Completes IV-E application process with parents of children in out of home placement including:
• Gathering application information and supporting documentation from parents
• Entering information into county and state systems
• Coordinating with placing workers and other agency staff on process requirements
• Maintains IV-E files
• Organizes and leads quarterly IV-E agency team meetings to provide communication across multiple work units.
• Enters court order language into state system for placements to meet IV-E requirements, assisting workers with placement entries for IV-E process.

MINIMUM QUALIFICATIONS

Requires equivalency of high school graduation and four years related administrative, customer service, or human services experience in a direct or support service function. A Bachelor's Degree in a human services program or related field may substitute for the experience.

 Related work experience providing program or direct service support is highly desirable and may substitute for the degree. Incumbent shall possess a valid driver's license and provide a reliable means of transportation for the performance of work responsibilities.

SUPERVISORY CONTROLS

The employee is under general supervision from a supervisor. The supervisor makes work assignments in the form of verbal and/or written instructions and work is performed according to established policies and procedures. The incumbent works with considerable independence and uses judgment in setting priorities, work sequences, and choice of procedures to follow. Work is reviewed by the supervisor for accuracy and adherence to established procedures.

CORE COMPETENCIES AND ABILITIES

• Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.
• Communication - Is always clear about what we're doing and why we're doing it.
• Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.
• Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.
• Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.
• Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.
• Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.
• Knowledge - Knowledge of agency organization, policies, and procedures.
• Knowledge of federal, state, and county laws and regulations concerning program area.
• Knowledge of and ability to use automated county and state computer systems/programs.
• Knowledge of community and other resources available.
• Knowledge and understanding of and respect for the diversity or customers, co-workers, and supervisors, including individuals with a disability or whose first language may be other than English.
• Abilities - Ability to travel to residences or other locations in the community to visit clients.
• Ability to analyze complex case situations.
• Ability to exercise judgment in making decisions. 
• Ability to organize information with thorough and detailed documentation.
• Ability to use MS Office software for the performance of essential duties.
• Ability to use appropriate discretion in dealing with matters of a confidential nature.
   

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position includes both in an office and in the field within clients' places of residence, work, or other community settings. The position is multi-task oriented and includes periods of stress when balancing the needs/demands of multiple clients. Incumbent may be exposed to various atmospheric conditions such as odors, dusts, pets, poor ventilation, fumes, etc. when working in clients' residences. Some evening or weekend hours may be required for off-site visits. 

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and carrying bags, luggage, and other equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.