Archdiocese of San Antonio
Case File & Data Coordinator
Archdiocese of San Antonio, San Antonio, Texas, United States, 78208
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Full-time Description
Work Hours:
8:30 a.m. - 5:00 p.m.
Workdays:
Monday – Friday (weekends/evenings as needed)
Location:
5315 Summit Pkwy, San Antonio, TX 78210
Mission:
The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love.
Summary:
The Case File & Data Coordinator works closely with the Program Director of Refugee Support Services (RSS) Education. They will ensure that program client case files and program data/outcomes follow the requirements outlined in the partnership agreements, the Texas Refugee Program CMA, and the RSS Provider Manual. This position guarantees that all case files contain chronological, clear, concise, and comprehensive case notes and required client records for each activity. Additionally, program performance outcomes will be tracked to ensure programs operate allowable services and activities.
Position Responsibilities
Conduct regular file reviews and quality assurance checks to ensure documentation is accurate, complete, and current on a monthly, quarterly basis and at random.
Follow grantor program case file checklists and monitoring tools provided by the agency and/or the assigned program funder to ensure programs comply with their policies and contracts.
Regularly review program requirements, performance outcome measures, and plans of operations, and stay informed of policy changes and revisions.
Verify data integrity and correct discrepancies in coordination with program staff, keeping a record of case files reviewed.
Track due dates for case file reviews, logic model submissions, monthly client counts, and follow-up actions, notifying staff of upcoming agency deadlines.
Work closely with case managers to gather missing documentation and resolve file issues.
Train program staff in providing proper and required documentation of client records, filling out activity logs thoroughly, and staying informed of funding source case file requirements and timelines.
Provide training to program staff on quality assurance activities and areas of improvement.
Maintain organized, up-to-date client case files (physical and electronic) in compliance with agency, funding, and legal requirements.
Follow all retention policy requirements according to funding program manuals and contracts.
Enter and update client information in the agency’s case management database(s) promptly and accurately.
Generate reports for funders, program evaluation, and internal use as requested.
Support internal and external file audits, preparing required documentation and addressing findings.
Protect the confidentiality of information obtained in service with the organization, including client names and information, services rendered, donor names and gifts, internal and external investigations or results, and financial information.
Perform other duties as assigned by the RSS Employment & Youth Mentoring Program Director.
Competencies Teamwork, Communication, Integrity/Honesty, Technology, Results-Oriented
Requirements Minimum Qualifications:
Associate’s degree preferred but not required; or equivalent of 1-year experience in a social service environment that demonstrates sensitivity and appreciation for diverse cultural populations.
License and Credentials:
Reliable transportation.
Valid driver license; valid vehicle insurance.
Clean driving record.
Minimum Knowledge And Skills:
Solid grasp of file documentation and record keeping.
Proficient in data entry software such as Excel and Adobe.
Knowledge of state and federal contracts and grants.
Knowledge of program manuals and operational guidelines.
Skill in using personal computer, various software, email, and internet.
Detail oriented, organized, self-motivated; works well independently and on a team.
Good written and verbal skills.
Good critical thinking and problem-solving skills.
Bilingual is a plus but not required.
Disclaimer:
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.). This is a grant-funded position; salary is dependent on funding availability. The position can be eliminated at any time due to lack of funding.
Catholic Charities is an Equal Opportunity Employer. To view this and other employment opportunities please visit our website at www.ccaosa.org. You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.
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Get AI-powered advice on this job and more exclusive features.
Full-time Description
Work Hours:
8:30 a.m. - 5:00 p.m.
Workdays:
Monday – Friday (weekends/evenings as needed)
Location:
5315 Summit Pkwy, San Antonio, TX 78210
Mission:
The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love.
Summary:
The Case File & Data Coordinator works closely with the Program Director of Refugee Support Services (RSS) Education. They will ensure that program client case files and program data/outcomes follow the requirements outlined in the partnership agreements, the Texas Refugee Program CMA, and the RSS Provider Manual. This position guarantees that all case files contain chronological, clear, concise, and comprehensive case notes and required client records for each activity. Additionally, program performance outcomes will be tracked to ensure programs operate allowable services and activities.
Position Responsibilities
Conduct regular file reviews and quality assurance checks to ensure documentation is accurate, complete, and current on a monthly, quarterly basis and at random.
Follow grantor program case file checklists and monitoring tools provided by the agency and/or the assigned program funder to ensure programs comply with their policies and contracts.
Regularly review program requirements, performance outcome measures, and plans of operations, and stay informed of policy changes and revisions.
Verify data integrity and correct discrepancies in coordination with program staff, keeping a record of case files reviewed.
Track due dates for case file reviews, logic model submissions, monthly client counts, and follow-up actions, notifying staff of upcoming agency deadlines.
Work closely with case managers to gather missing documentation and resolve file issues.
Train program staff in providing proper and required documentation of client records, filling out activity logs thoroughly, and staying informed of funding source case file requirements and timelines.
Provide training to program staff on quality assurance activities and areas of improvement.
Maintain organized, up-to-date client case files (physical and electronic) in compliance with agency, funding, and legal requirements.
Follow all retention policy requirements according to funding program manuals and contracts.
Enter and update client information in the agency’s case management database(s) promptly and accurately.
Generate reports for funders, program evaluation, and internal use as requested.
Support internal and external file audits, preparing required documentation and addressing findings.
Protect the confidentiality of information obtained in service with the organization, including client names and information, services rendered, donor names and gifts, internal and external investigations or results, and financial information.
Perform other duties as assigned by the RSS Employment & Youth Mentoring Program Director.
Competencies Teamwork, Communication, Integrity/Honesty, Technology, Results-Oriented
Requirements Minimum Qualifications:
Associate’s degree preferred but not required; or equivalent of 1-year experience in a social service environment that demonstrates sensitivity and appreciation for diverse cultural populations.
License and Credentials:
Reliable transportation.
Valid driver license; valid vehicle insurance.
Clean driving record.
Minimum Knowledge And Skills:
Solid grasp of file documentation and record keeping.
Proficient in data entry software such as Excel and Adobe.
Knowledge of state and federal contracts and grants.
Knowledge of program manuals and operational guidelines.
Skill in using personal computer, various software, email, and internet.
Detail oriented, organized, self-motivated; works well independently and on a team.
Good written and verbal skills.
Good critical thinking and problem-solving skills.
Bilingual is a plus but not required.
Disclaimer:
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.). This is a grant-funded position; salary is dependent on funding availability. The position can be eliminated at any time due to lack of funding.
Catholic Charities is an Equal Opportunity Employer. To view this and other employment opportunities please visit our website at www.ccaosa.org. You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.
#J-18808-Ljbffr