Case Aide I, II - Adult and Family Services at Delta County Colorado – Delta, Colorado

GENERAL POSITION DESCRIPTION:

The Case Aide will perform routine and detailed support functions to ensure efficient operation of the Adult and Family Services Department of Delta County Human Services. Aide will routinely communicate with and assist members of the public, coordinate with internal departments and external business partners. The assistant will oversee and perform independent processes that are vital to the function of the department.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Determine eligibility for Title IV-E Program, Maintenance of Effort (MOE), and Medicaid programs through the State of Colorado.
• Reconcile claims received in Trails and follow internal procedures.
• Process incoming vendor/provider contracts and substance abuse/parental fees.
• Maintain monthly statistical reports for Child Welfare and Adult Protection units for the Administrator.
• Assess children with child welfare caseworker/supervisor to determine eligibility for Social Security benefits to be applied to foster care fees and initiate the application process, provide ongoing application/processing assistance to the Social Security administration with documentation, and may include representative payee designee determined by assessment.
• Assist in the maintenance of subsidized adoption Medicaid only cases.
• Serve as the foster care review coordinator, following documented procedures.
• Function as the Network Security Administrator for Trails access.
• Complete financial requests to the Human Services Administration for Child Welfare and Adult Protection.
• Arrange and facilitate Adult Protection Team meetings.
• The primary location of employment for this position is the designated Delta County office with the exception of required duties that are to be performed off site as necessary. The employee is required to perform the majority (generally, at least 95%) of assigned duties from this designated office location to allow for client, customer and coworker access and collaboration, unless prior written approval for an alternative arrangement, such as temporary remote work, has been granted by the employee's direct supervisor and/or department head and maintained in the employee personnel file.
• Reliable and predictable attendance and punctuality are considered essential functions of this job. Employees are expected to be at their work area and ready to work at the scheduled start time to ensure consistent service delivery and operational efficiency.

GENERAL JOB DUTIES:

• Document and track referrals and Red Team framework for Child Welfare and Adult Protection units through TRAILS and Colorado Adult Protective Services (CAPS).
• Complete direct deposit banking forms and process as required.
• Review and process department specific court orders for Child Welfare and Adult Protection units.
• Review and process unmatched Dependency and Neglect (D&N) cases in the Trails system to associate court orders.
• Assign state identification numbers in Trails as necessary, assign household numbers, and maintain/obtain vital records.
• Assist caseworkers in completing placement contracts (SS-23Bs), scanning and emailing to appropriate providers.
• Provide information to Child Support Enforcement (CSE) as necessary for good cause as approved by the Administrator.
• Screen incoming referrals through the Hotline and/or walk-ins as appropriate.
• Provide primary technical assistance and for the Department on the Trails automated system.
• Draft and monitor on call schedules.
• Assist with Trails transfer of provider requests.
• Assist in departmental troubleshooting for Medicaid, TRAILS, payroll problems and any problems caseworkers may have.
• Coordinate staff meetings for Child Welfare and Adult Protection (agendas and take minutes), scheduling, travel plans and resource reservations as needed for the department.
• Maintain, retain and distribute gift, gas and credit cards.
• Assist in maintenance of the kinship background check process to include fingerprint code maintenance and ensuring compliance with rules and regulations for audit purposes.
• Maintain and order departmental supplies.
• Manage and monitor PA-3 caseloads for statistical purposes. Facilitate the evaluation and opening of PA-3 cases and monthly audits to close as necessary.
• Maintain and disperse Special Economic Funds through Core Services.
• Submit requests for medical records, financial records, and police/sheriff offices reports to partnering agencies as a back up to the Case Aide Coordinator in Child Welfare and Adult Protection.
• Upload Adult Protection records to CAPS.
• Send substantiated notifications from CAPS to individuals.
• Complete referrals for all services requested by caseworkers in open cases/assessments to supervisors for approval.
• Send compelled and approved referrals to services providers and agencies for Child Welfare and Adult Protection.
• Arrange and organize the booking of vehicles for Child Welfare and Adult Protection.
• Ensure updated annual confidentiality agreements are in compliance for the Adult Protection Team.
• Perform other like and similar duties as assigned.
• Should the Board of County Commissioners or another authorized representative issue a local disaster declaration in Delta County, all Delta County employees may be called upon to serve as disaster service workers.

Education: High school diploma required; completion of college level administrative courses preferred

Experience:

Level I

• At least two (2) years of experience in an intermediate administrative position demonstrating an attention to detail, ability to work independently, maintain processes and procedures, understand, interpret and apply laws, statutes, policies, and regulations or two years of similar experience in the human services field is preferred.
• Computer software including MS Office, State of Colorado automated systems: Trails, CBMS, CFMS, CAPS, Outlook, Helpdesk, CLEAR, Courtlink, COVIS and credit reporting agencies is preferred

Level II

• At least two (2) years of experience performing the responsibilities and duties as listed above at an intermediate level with accuracy, timeliness, and consistently meeting work expectations.
• Regularly complete child welfare and adult protection administrative tasks consistency at least 85%.
• Has demonstrated at least three (3) instances of taking initiative to update and inform staff of procedure/process updates related to position responsibilities/duties.
• Has demonstrated occurrences assisting unit leadership in strategizing, problem-solving, and application of program rules and regulations as they relate to areas of responsibility.

Licenses/Certifications:

Valid and unrestricted State of Colorado Driver’s License

Other candidates may be considered due to experience, skills, education and qualifications.

PHYSICAL REQUIREMENTS:

Physical Requirements: Independently mobile, type, use hands and fingers, handle, or feel objects or tools, reach with hands and arms, talk, listen, hear, read, see, lift, climb in and out of vehicle, climb stairs

Lifting: 40 pound requirement; must be able to lift small children

Exposure to Elements: Normal office conditions and various weather conditions

Handling of Dangerous Equipment: None

Risk of Assault or Injury: Employee may frequently deal with angry and hostile clients who occasionally become both verbally and physically aggressive and threatening. This environment could result in bodily injury to workers. There is the possibility of animal bites, exposure to contagious diseases, illegal substances, and unsanitary conditions.