Case Manager/Secretary

Essential Job Duties:

Family & Community Involvement

• Identifies strengths, needs and goals in collaboration with family for Family Partnership Agreement (FPA)
• Identifies and coordinates needed services for families
• Follows up on cases and completed a minimum of one monthly progress note for FPA
• Maintains and develops community partnerships
• Completes written referrals for follow-up as needed and documents in database
• Maintains all required forms up to date and organized in appropriate file(s)
• Communicates appropriately and in a timely manner with families, other staff and external sources
• Promotes parent involvement, assists in parent training and coordinating program governance
• Provides support and education to families for self-advocacy and community involvement
• Works in collaboration with families, other staff, community agencies and regulatory bodies

ERSEA

• Ensures compliance with Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA) document, forms, process and applicable HS Performance Standards
• Assists in maintaining a 20% child waiting list and 10% disability enrollment
• Develops an annual recruitment plan and implements community outreach including disability recruitment.
• Ensures attendance and absences are documented.  If absences are consecutive, follows HS procedures for intervention including visits and documentation.
• If center’s attendance falls below 85% completes required report.

Financial

• Prepare and submit weekly vouchers to Program Director for review and approval.
• Responsible for the VPK attendance and submitting it monthly into the VPK Portal.
• Assist in the fund raising activities, maintaining records, and reporting back to the Program Director.

Programmatic

• Responsible for the In-Kind report for all funding source programs.
• Responsible for entering daily attendance into database for Head Start
• Responsible for the overall management of the Center’s Food Program to include but not limited to documentation and Monthly Report.
• Assist in the preparation, documentation of meals, and daily operation of the kitchen in the absence of any of the Food Handler(s).
• Responsible for posting the menus on the bulletin boards.

Health/Mental Health and Disability

• Secures all required health, immunizations and developmental screening with the deadlines
• Notifies families 45, 30, 15 days prior to expiration of health events and assists with finding a health provider and/or making appointments as needed
• Documents all attempts with families at securing health events and follow-up services
• Enters developmental; screening accurately and within the specified 45 days’ timeframe
• Documents all follow-up services and/or decline of services or medication administration
• Identifies the need for referrals and/or additional services and documents accordingly
• Initiates the completion of the Individual Health Plan with family and secures its return\
• Coordinates and participates in Individual Health Plan (IHP) meetings
• Develops and maintains a network of community health providers
• Actively participates in multidisciplinary team meetings and IEP staffing meetings
• Coordinates transportation for children therapies and support services
• Secures monthly therapy progress reports and shares with Licensed Staff
• Provides support and education to families to promote preventative health mental health and wellness

Compliance and Reporting

• Maintains caseload as assigned including all required documentation well organized in file

• Enters information in database(s) and completes required/requested reports  in a timely and accurate manner
• Runs and analyses database reports to ensure compliance, monthly or more often as needed
• Enters health, mental health and disabilities related information in required databases(s) in a timely and accurate manner
• Adhered to Universal Health & Safety & Precautions as applicable.
• Attends training, meetings and conferences required by the funding source and/or the agency
• Ensures all required documentation and reports are completed by the case management staff within a specified timeframes and accurately.
• Complies with all policies, procedures, program guidelines and any other applicable regulations
• Maintains a resources directors and resource library covering areas required by the funding source.
• Participates in the development of Corrective Action Plans (CAPS) as applicable

Additional Duties

• Perform additional responsibilities as required by supervisor
• Assists with classroom coverage, as needed
• Assist with maintaining the center clean, as needed.

Physical Demands:

• Ability to lift/carry young children, up to 50 lbs
• Ability to bend, stoop, stretch, squat, kneel, push, pull, crawl and sit on low chairs as part of child care work environment
• Ability to detect unsafe situations by sight or sound and react quickly to intervene

Educational & Experiential Requirements:  

• High School Diploma/GED and 2 years of related experience and/or training (vocational technical certificate) and a credential or certification in social work, human services, family services, counseling or a related field.
• OR
• High School Diploma/GED and 2 years of related experience and/or training (vocational technical certificate) and be able to obtain a credential or certification in social work, human services, family services, counseling or a related field within (18) eighteen months from date of hire.
• Completes 45 DCF training hours within 1 year of hire

Reporting to this position: No staff