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Compliance File Clerk, ORR (2nd Shift - Case Management)

Company: Lutheran Social Services of the South
Location: Brownsville
Posted on: June 18, 2022

Job Description:

The Compliance/File Clerk is responsible for filing and auditing resident case files, entering and maintaining information and data into the information systems, maintaining well organized program records and files in accordance to program filing and record keeping standards in accordance to the Office of Refugee and Resettlement (ORR) standards, Agency and licensing standards, and other federal, state, and local regulatory requirements. Upbring is classified as an essential business by the state because the services we provide are critical to the wellbeing of thousands of children and families. Our Upbring staff members are servant-leaders on the pursuit of breaking the cycle of child abuse and empowering others to do the same through example while embodying our core values: We are Warriors. We are Servants. We are Family.

2nd Shift Hours: 2pm - 11pm

We Are Warriors - We Set the Standards for Child Welfare

Work Standards

+ Locate, retrieve, and make copies of information from files as requested

+ Perform clerical work pertaining to updating, filing, storing, and locating files, records, and reports

+ Regularly audit files to ensure correct placement, legibility, and other proper filing expectations according to program standards, ORR regulations, and other federal, state, and local regulatory requirements

+ Monitor and evaluate the filing process and make recommendations for improvement for file location, storage, space allocation, and/or the filing process

+ Maintain records and files to meet department and facility needs and compliance with regulatory requirements

+ Ensure confidently of all information documented in files; adhere to HIPPA regulations

+ Sort and distribute mail

+ Other duties and special projects as assigned

Communication

+ Complete data entry and reports upon request

+ Complete administrative and clerical duties, such as scanning, faxing, copying, printing, and scheduling meetings and appointments as requested

+ Answer multiple phone lines and direct calls to appropriate department when needed

+ Actively participate in the preparation and internal auditing of resident case files; ensure all case files are complete, include all the necessary paperwork, and meets ORR and other federal, state, and local regulatory requirements; report any discrepancies or deficiencies to management in a timely manner; provide suggestions for improvements with case file documentation and/or auditing

+ Prepare case files upon notification of licensing, accreditation, ORR, or other federal, state, and local regulatory on-site auditing

+ Track and report trends associated with accuracy and completeness of case files in accordance with regulatory requirements

+ Create reports of audited case files and other requested information

We Are Servants- We Help Others

Teamwork

+ Work closely with management to create policies, procedures, and processes for completing, maintaining, and auditing case files

+ Develop and maintain positive working relationships with management and staff to ensure case files are completed, submitted, and stored in a manner that follows ORR regulations and other federal, state, and local regulatory requirements

+ Actively participate in the safe and orderly evacuation of youth and staff during an emergency drill and mandated disaster; serve as a member of the management team assisting with evacuation of youth and staff

We Are Family - We Are Passionate & Compassionate

Building Relationships

+ Maintain positive working relationships and ensue internal and external contacts always receive courteous and professional customer service

+ Work as team player and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices

+ Work as a member of the team and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices.

+ Actively participate in exhibiting cultural awareness and sensitivity when interacting with children, parent(s)/guardian(s), staff, and the community

Minimum Qualifications

+ High School diploma or equivalent

+ 1-year clerical or administrative experience

+ Ability to work in a fast-paced environment, while maintaining excellent customer service skills

+ Self-starter with the ability to take initiative and work with limited supervision

+ Works well in a team environment and can work well independently

+ Strong organizational and time management skills

+ Strong people and interpersonal skills with the ability to work and interact with diverse groups of people

+ Ability to read and write and accurately file in alphabetical or numerical order

+ Proficient use of Microsoft Word, Excel, and Outlook

+ Bilingual in English and Spanish (based on service population and service area)

Preferred Qualifications

+ 2 years previous clerical or administrative experience

+ Prior compliance and/or internal company audit experience in a role like quality assurance

+ Ability to read and write in Spanish, highly preferred (based on service population and service area)

Physical Demands & Work Conditions

+ This position requires sitting and looking and using a computer for long periods of time

+ Position works in a child facility and has constant exposure to children

+ Lift, push, pull, move up to 50 lbs.

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Agreement

The statements herein indicate the general nature and essential duties and responsibilities of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities required to perform the job. Management may assign or reassign duties and responsibilities of the job and may request the employee to perform other duties and responsibilities not listed at his/her discretion. This job description is not a contract between the employee occupying the position and the employer. Upbring is an at-will employer. Equal Employment Opportunity/M/F/disability/protected veteran status. If the day-to-day work I perform differs significantly from the above outlined essential duties, it is my obligation to inform my supervisor and/or Organizational Development.

ID: 2022-5133

External Company URL: http://www.Upbring.org/

Street: 4000 FM 511

Keywords: Lutheran Social Services of the South, Brownsville , Compliance File Clerk, ORR (2nd Shift - Case Management), Executive , Brownsville, Texas

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