Case Manager - Adult

The Adult Case Manager holds partial accountability for the ongoing operations and the success of the WIOA Adult and Dislocated Worker Programs, which is part of the Community Action Committee of Pike County.  Reporting to the Workforce & Business Development Assistant Director, the Case Manager ensures the efficiency and effectiveness of case management services provided to low-income Adults and Dislocated Workers.  Through personal accountability, the Case Manager strives for maximum performance, engagement, and dedication to the WIOA Programs and clients. 

The WIOA Case Manager is responsible for delivering comprehensive case management services to individuals enrolled in Workforce Innovation and Opportunity Act (WIOA) programs. This position involves assessing client eligibility, developing individualized employment and training plans, and providing ongoing support to help clients achieve their career goals. The Case Manager works closely with clients, training providers, employers, and community partners to ensure program participants succeed in securing and retaining employment.

Functional Area: Program Delivery    

Estimated Effort: 50%

Responsibilities, Deliverables, Outcomes and Expectations

• Evaluate program eligibility by screening and assessing applicants for WIOA participation in accordance with federal, state, and local guidelines. Gather and verify all required documentation to ensure compliance with program standards and requirements.
• Assists individuals with completing all intake paperwork and meeting enrollment requirements, including but not limited to the Eligibility Application, OMJ Backpack setup, WorkKeys Testing, TABE Testing, Future Plans Assessments, and other career-related assessments.
• Follows established protocols for data entry into the required client tracking system (ARIES). Responsibilities include accurately tracking and documenting all client services and outcomes, identifying client barriers, maintaining Individual Education and Employment Plans (IEPs), monitoring progress, recording performance measure data, updating monthly case notes, and completing follow-up surveys.
• Evaluates applicants to determine appropriateness for services in accordance with program guidelines. This includes conducting thorough assessments, reviewing supporting documentation, and ensuring compliance with all federal, state, and local requirements ensuring that services are targeted to individuals who can benefit most, aligning resources to maximize program impact.
• Performs case management duties including regular client reviews, follow-ups, and detailed reporting for all assigned clients. Monitors client progress by obtaining and analyzing attendance reports, promptly identifying and addressing potential issues that may hinder success. Provides personalized counseling and support to clients, offering guidance and strategies to help them successfully complete their individualized service plans. Maintains accurate and up-to-date records to ensure accountability and compliance with program standards while fostering client growth and achievement.
• Identifies and assesses clients' needs to provide tailored referrals to additional programs and services that support their goals. This includes connecting clients to Community Action Programs, County Social Service Agencies, community partners, and other resources that address barriers such as housing, childcare, transportation, and healthcare.
• Facilitates successful placement into post-secondary training programs and/or unsubsidized employment by maintaining regular, proactive communication with training providers, employers, and clients. Works closely with all parties to align clients’ skills, interests, and career goals with suitable opportunities. Provides hands-on assistance in preparing professional resumes, crafting tailored cover letters, and conducting practice interviews, equipping clients with the essential tools to secure employment or gain acceptance into training programs. Additionally, offers ongoing retention services, including follow-ups and support, to help clients overcome challenges and maintain stable employment. This comprehensive approach fosters long-term success, career advancement, and strengthens relationships with key stakeholders.
• With supervision of the coordinator, arranges client placements for work experience services, including identifying suitable opportunities, recruiting employer partners, and matching clients based on skills and goals. Monitors client performance and progress throughout their placements, providing guidance and support to ensure a successful experience. Develops and maintains relationships with employers to expand placement opportunities and foster ongoing collaboration.
• Actively contributes to the development and implementation of life skills and educational workshops designed to empower clients and enhance their personal and professional growth. Collaborates with colleagues and community partners to identify relevant topics, organize sessions, and ensure workshops are engaging, informative, and tailored to client needs. Provides hands-on support during workshops, fostering a positive learning environment that equips participants with practical tools and strategies for success.
• Works diligently to achieve WIOA performance outcomes, including successful placement at exit, employment retention in the 2nd and 4th quarters post-exit, credential attainment, median wage levels, and measurable skill gains.
• Works toward achieving Key Performance Indicators (KPIs) aligned with the agency's strategic plan to support organizational goals and objectives.
• Maintains the highest standards of professionalism and confidentiality, ensuring the protection of Personally Identifiable Information (PII) in accordance with agency policies, state, and federal regulations. Safeguards sensitive client and program data by adhering to strict privacy protocols and demonstrating a commitment to ethical information management practices.

Functional Area: Case File Management    

Estimated Effort: 30%

Responsibilities, Deliverables, Outcomes and Expectations

• Ensure strict compliance with State and Federal WIOA Regulations concerning case file management, including the proper housing of all required eligibility documentation, service documentation such as training accounts, purchase orders, and invoices for service costs. Perform meticulous data validation to ensure consistency and accuracy when compared to the ARIES case management system. Maintain timely data entry and updates to meet regulatory requirements, ensuring that all case files are complete, organized, and readily accessible for review, thus supporting program accountability and client service quality.
• Ensure that case notes are consistently and thoroughly documented in client files, with at least monthly updates that clearly describe all client activities.  These case notes should provide a detailed account of client interactions, services rendered, and any challenges or successes, offering a comprehensive view of the client’s journey tracking milestones, monitor progress toward goals, and ensuring transparency and compliance with program standards. All case notes are accurately housed in client files for easy access, review, and reference by team members and stakeholders.
• Adheres strictly to the procedures and policies established by CAC, ODJFS, and the Area Workforce Board regarding case file management. Demonstrates a strong commitment to ensuring that all case files are maintained in full compliance with these regulatory standards, consistently following the guidelines set forth to ensure accuracy, confidentiality, and completeness. This includes upholding all requirements for documentation, data entry, and case note management, ensuring that all processes align with organizational and governmental expectations for quality and compliance.
• Ensure the accurate and organized maintenance of files for Special Grants (ex. Car Repair) in strict accordance with program guidelines and regulatory requirements. This includes documenting eligibility, tracking expenditures, recording client progress, and housing all required documentation. Regularly review and update files to ensure completeness, compliance, and readiness for audits or reviews.

Functional Area: Outreach Delivery    

Estimated Effort: 10%

Responsibilities, Deliverables, Outcomes and Expectations

• Actively engages in outreach and recruitment efforts for all programs to enhance local awareness of OhioMeansJobs Pike County and the Workforce & Business Development Programs. Regularly attends and participates in agency community events, OMJ Van Events, and other community outreach initiatives to connect with potential clients, employers, and community partners building strong relationships and promoting program offerings to expand the reach and impact of OhioMeansJobs services.
• Effectively communicates with area employers, students, and school officials to actively promote the WIOA Adult and Dislocated Worker Programs building strong relationships with local businesses to identify workforce needs and opportunities, while engaging with educational institutions to ensure students are aware of the available resources and pathways to employment.
• Through targeted outreach and presentations, increase program visibility, facilitate connections between employers and job seekers, and support the alignment of workforce development efforts with community needs.
• Performs backup duties in the OMJ Center as needed which includes greeting clients in a professional and welcoming manner, assisting clients with completing all necessary intake paperwork, referring clients to appropriate programs and services, and assisting clients with their job search by providing guidance on resume building, job applications, interview preparation, and identifying suitable employment opportunities.
• Attends meetings, conferences, and training sessions pertinent to the responsibilities of this position and effectively communicate relevant information to the appropriate stakeholders.
• Responsible for sending information to potential clients through fliers, promotional items, discussion, etc.

Functional Area: Service and Other Responsibilities    

Estimated Effort: 10%

Responsibilities, Deliverables, Outcomes and Expectations

• Adheres to all agency safety policies and procedures.
• Serves as part of a CAC committee and collaborates to promote program activities, service coordination, and continuous improvement measures.  
• Perform any other tasks as directed by Supervisor.