PLEA Community Services is currently seeking a Regular Part-Time Case Management Assistant for our U-Turn/U-Link/Next Step team. The proposed start date for this position is October 4, 2021. This position requires BCGEU membership.
The Case Management Assistant will provide a range of administrative and technical services to program staff and collaterals to support the day-to-day operations of delivering effective program services.
Please submit a resume and cover letter referencing the Competition Number 2021095CMA1. Closing date for Internal Applications: Thursday, September 23, 2021 at 4:30 PM. If the position is not filled internally, it will remain open until filled.
Key Duties and Responsibilities:
- Provides information to program participants and visitors, assists with the intake process and responds to queries with regards to the agency and the services provided including making informal referrals to other resources.
- Researches, compiles, reviews, reconciles and/or maintains a variety of information and records. Ensures that filing systems, records, and program folders on the Shared Drive are current, accurate, and effectively meet service delivery requirements.
- Assists staff and managers with preparing a variety of reports and records required to meet accountability and quality assurance requirements. Maintains program participant and program information using spreadsheets and/or database software.
- Produces and organizes resident and program summary reports including monthly, quarterly, and annual statistical reports. Ensures that reports are sent out to various stakeholders as required.
- Tracks individual contract details and communicates information effectively between Program Managers, Residential Service Coordinators, and Finance staff. Acts as the liaison with regards to the gathering of detailed information for family pay (i.e., per diem amounts, resident support costs, respite amounts, educational amounts, etc.)
- Prepares financial reports, including occupancy statistics, for resident-specific contracts. Tracks deliverables and provides data and cost analysis. Acts as the administrative liaison with funders and provides first line resolution of issues. Administers and tracks resident funds held by the organization where applicable.
- Provides practical assistance to staff with regards to program operations and administrative requirements - and respond to inquiries from stakeholders regarding the services provided, and the process for making referrals.
- Transcribes referral data from hard copy forms to CAMS (Case Administration Management System), and ensures that all statistical data is current, complete and accurate. Includes Youth Court Orders and extensions where applicable.
- Provides orientation and ongoing support to program staff on using CAMS, including the development of tutorials to provide readily accessible assistance.
- Serves as the receptionist when required; answers telephones and in-person inquiries and routes to appropriate staff members; sorts and distributes incoming mail and prepares outgoing mail; operates a variety of office equipment (i.e., computer, printer, photocopier, fax, etc.) and ensures these are regularly maintained and in good working order. Helps troubleshoot computer and internet issues prior to referring to IT services.
- Makes arrangements for meetings, appointments, and travel as required. Assists in making arrangements for special events, conferences and other community initiatives. Prepares agendas and records minutes at meetings when required.
- Ensures that all records, reports, and documentation pertaining to service delivery are accurate, complete and in compliance with PLEA's policies and procedures.
- Ensures that the agency's records are safely stored, and organizes retrieval and control of records as required.
- Adheres to all policies and procedures established by PLEA, and meets the performance expectations of the position in a manner that demonstrates compassion and respect for all persons served. Exercises the responsibilities of the position in a manner consistent with the philosophical approach and mandate of the program.
- Performs other related duties as required.
Education, Training and Experience
- University degree in a discipline relevant to the work of the position.
- Experience in responding to inquiries from members of the community, and providing support and service to a wide range of personnel.
- Experience in handling confidential and sensitive information, communicating effectively with members of the community and managing difficult situations constructively.
- Demonstrated proficiency in Microsoft Windows, Microsoft Office (in particular, Excel) and familiarity with database programs.
Job Skills and Abilities
- Demonstrated ability to type 60 words per minute and efficiently operate a telephone switchboard, PC and other office equipment.
- Excellent organizational, time and general management skills.
- Ability to communicate effectively orally and in writing and to deal with the public, and agency personnel n a friendly and effective manner.
- Ability to organize work including managing different priorities, adapting to changing circumstances, and carrying out the duties of the position with independence.
- Sound understanding of the culture in which the agency operates, the mandates of contracting and referring authorities and the ability to work effectively in a multidisciplinary environment.
- Demonstrate the ability to develop supportive relationships with a range of individuals, and to be sensitive and understanding of their social realities including issues of race, culture, religion, gender identity, sexual orientation, poverty, and lifestyle.
- Satisfactory Criminal Record Clearance.
- Must possess a valid Occupational First Aid Level 1 Certificate or be willing to obtain one prior to hire.
- Use of Personal Vehicle. This position requires travel in the Lower Mainland.
- The usual hours of work in this position are Tuesday to Thursday from 9:00AM to 4:30PM, based on 21 working hours per week.
- Documentation that applicant is legally entitled to work in Canada.
Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.