Senior File Clerk ORR

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Job description

Overview:
About Upbring

At Upbring, we are servants on a mission to break the cycle of child abuse. We are warriors, brave as the thousands of Texas Children and families we serve. We stand up for those who can't speak for themselves. We are a family who values innovation, empathy, patience, understanding and trustworthiness.

About our Children's Shelters

Many children begin life in the face of serious challenges. Instead of playing pretend and imagining grand adventures, unaccompanied children face perilous conditions alone as they travel to unfamiliar countries, leaving home and loved ones behind to escape war and violence. Our children's centers, operated through a grant from the Office of Refugee and Resettlement (ORR), provide safety, stability and wraparound services. We help children grow into adults who have received love and kindness, instead of only violence and chaos.

What You'll Do

The Senior File Clerk will have oversight of the Compliance File Clerks to ensure all the required documentation is placed accordingly in the UC's files and promptly uploaded into the ORR-UC Portal. Is responsible for assigning and coordinating staff to assist other program departments as needed. Will monitor and evaluate the filing process and make any necessary recommendations for improvements. This position will coordinate with the Case Management department staff with arranging flights for UCs and Escort Youth Care Workers, hotel reservations and provide the sponsor(s) with the time of arrival and reunification. In accordance with Agency policies and procedures, licensing standards, Federal, State, Commission on Accreditation of Rehabilitation Facilities (CARF), and local regulatory agencies. Our Upbring staff members are servant-leaders in 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.

All Upbring Children's Shelters employees must comply with ORR's vaccination mandate.

All staff must be able to show proof of immunity to vaccine-preventable diseases transmitted by the respiratory route if working directly with unaccompanied children (UC). Medical and Religious exemptions may be requested after an offer of employment is accepted.

Responsibilities:
We Are Warriors We Set the Standards for Child Welfare

Work Standards

Developing Compliance File Clerks skills by utilizing training resources in the community and the agency

Responsible for ensuring the administrative and clerical tasks assigned by the program are completed

Organizes and manages files, paperwork, emails, and other office functions

Ensures department staff are conducting monthly file reviews and submitting findings to their immediate supervisor

Ensures communication with corporate office Quality & Risk Management staff to coordinate with submission of program closed files according to ORR policy

Support department staff to ensure they have the tools and resources needed to optimize performance

Provide ongoing support to department staff to ensure the program operates effectively and efficiently in accordance with established program goals and quality services

Ensure department staff are in compliance with agency-mandated staff development training

Secures final approval to initiate travel arrangements with Lead Case Manager/Co-Lead Case Manager regarding ORR approval of UCs reunification

Responsible for coordinating travel arrangements for UCs with the assistance of a travel agency, to research the destination options that are specific for UCs destination

Coordinates travel arrangements for Escort Youth Care Worker transporting UCs, to ensure the organization of travel from beginning to end, and possible accommodations if flight is cancelled due to inclement weather.

Provides flight itinerary to Senior Transporter, and any additional flight instructions needed

Maintains and updates Flight Tracking information stats for monthly reports

Communication

Maintains communication with the Lead Case Manager/Co-Lead Case manager to send approval for the location and reunification of UCs

Maintain communication with Compliance File Clerks regarding information pertaining to UC's files

Keeps regular communication with the Sr. Transporter on UC approvals and location of reunification

Communicates with Intake Department to ensure UC has all pertinent personal belongings upon discharge

Communicates with Sr. Transporter to keep them up to date for their upcoming travel itinerary Available for on-call duties after hours to aid Escort Youth Care Workers with re-routing flights in inclement weather or mechanical problems, which includes hotel and transportation agreements

Maintain confidentiality of UC according to HIPPA rules and regulations. Completes all required documentation in a timely

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

Create reports and other requested information as directed by management

Fiscal Management

Work with Sr. Transporter to make sure that all travel expenses with expense report and receipts are submitted

We Are Servants We Help Others

Teamwork

Assist program management with creating and or updating policies, procedures, and processes for completing, maintaining, and auditing case files

Assist in preparing program audits, assuring adherence to Agency and licensing standards and contractual and funding agreements

Report all incidents, accidents, and inquires to management in a timely manner according to Upbring policies and licensing standards

Maintain leadership and supervisor informed of any changes in travel plans or transportation schedule and recommend possible solutions

Assist with the safe and orderly evacuation of your staff during an emergency drill and mandated disaster.

We Are Family We Are Passionate & Compassionate

Building Relationships

Build and maintain cooperative working relationships with program management and staff, volunteers, and service providers to ensure the needs of the UC and program goals and services are being met with the highest quality

Work as a 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

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

Developing and Encouraging Others

Coach and support staff to ensure they have the necessary tools and resources needed to optimize performance, ensure established program goals, and achieve operational excellence

Communicate with direct reports in periodic one-on-one meetings

Work closely with management team to interview, hire, and onboard new employees who are strong cultural fits for Upbring

Regularly review employee performance, including goals and progress, to provide developmental feedback: use applicable agency development tools to facilitate growth and development in staff

Draft and issue the 90-day and annual evaluations, along with supporting documentation, as per established procedures; work in collaboration with staff to set goals during evaluation periods

Qualifications:
Minimum Qualifications

High school diploma or GED equivalent

Must be at least 21 years of age

Valid Texas Driver's license and proof of auto insurance; ability to meet Upbring's insurance provider guidelines as an insured and approved driver

1 years of experience in childcare or residential care for children and/or adolescents

Prior administrative experience coordinating travel arrangements, inclusive of lodging and submission of required billing documents to Finance for processing

Bilingual- fluent in Spanish and English (read, write, speak)

Able to navigate airport environment, coordinate with airline customer service and familiar with TSA screening requirements

Ability to remain calm and composed under stress

Ability to follow instructions and directions

Ability to perform emergency behavior intervention (EBI) for UC in care

Maintain a good driving record and the ability to drive and navigate in varied geographical areas and during various weather conditions

Must be able to work evenings and weekends

First aid, AED, and CPR certification (or ability to obtain within 3 months of employment)

Preferred Qualifications

Associates degree with 3 years of supervisory experience

1 year shelter Operations experience

Perks at Upbring

Competitive PTO & paid holidays

Health, dental, vision insurance & more!

403(b) Plan

Employee Assistance Program

24/7 access to telemedicine and counseling services

Discounted Gym Memberships

Donated Leave Program

Physical Demands & Work Conditions

This position requires driving for varied lengths of time and distances

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

Lift, push, pull, move up to 25lbs.

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 . click apply for full job details

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