About HeartShare
For over 100 years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.
Job Summary
The Family Treatment and Rehabilitation Program Case Aide will assist the unit’s team in efforts to develop and maintain a well-organized, efficiently operated office which provides a high quality of services to the children, their families and the communities in which they live.
Job Responsibilities
Administrative Support
- Manage front office: providing a trauma informed atmosphere for staff/clients and answering office phone, Manages mail and correspondence. Update and maintain client and staff rooster.
- Manage Petty Cash/MetroCard’s and Supplies: ordering supplies, and ensuring invoices maintained.
- Monitor the submission of and follow-up regarding purchase orders, check requests and other correspondences to other agency departments.
- Monthly petty cash and MetroCard compliance and tracking. Send monthly program tracker to VP of Prevention.
- Maintain Program Logs/ Administrative binders: Responsible for the development of various types of logs and systems in order to monitor program activities and outcomes. (Referral log/Case log/Staff meeting/Training etc meeting/Training etc
- Maintaining files: Establish and maintain an administrative filing system within the office, oversee records management, including off-site storage and referral logs, create and maintain case records, process new referrals and create intake packets.
- Maintain the OneDrive for ADVPO cases, and assist with uploading and printing.
- Upload CDT’s. Assist with Treatment phase in PROMIS and writing up referrals.
- Maintaining case collaterals/Concrete needs: Ensuring timely collaterals are attained for clients and uploaded and documented properly. (MH/SU/School/Medical/other) Concrete needs: ensuring concrete needs met- and appropriate referrals made in timely manner. Request support via DSP One-Stop and in community.
- Maintaining a resource guide: Collecting information regarding community resources and disseminating said information to staff and client families.
- Support Program Director and Program Supervisor in ensuring that PROMIS and CONNECTIONS systems are updated regularly and sending reports out as directed.
- Training/Training support: Enroll staff and interns in trainings and workshops using STARS and other systems. Uploading external training details to staff profiles. Attend mandatory and pertinent trainings- present information to staff/clients as needed.
- Provide administrative support to Program Director and Program Supervisor to ensure that program is in compliance with OCFS and NYC Children’s Services’ policies and protocols.
Client Support
- Welcoming clients to the office, providing a trauma informed atmosphere for clients and answering office phone, ensuring clients are escorted to and from sessions in building as needed.
- Client visits: Providing Case Aide assessments in office/ in home and virtual at times: monthly assessments for families as needed or directed by client needs. Making in person visits to clients to assess home, and complete assessments.
- Community visits: Accompany clients in the community to assist with translation, advocacy and navigating community resources. Make school visits to help collect educational data.
- Maintaining files: Establish and maintain an administrative filing system within the office, oversee records management, including off-site storage and referral logs, create and maintain case records, process new referrals and create intake packets. Maintain the OneDrive for ADVPO cases, and assist with uploading and printing. Upload CDT’s. Assist with Treatment phase in PROMIS and writing up referrals.
- Maintaining case collaterals/Concrete needs: Ensuring timely collaterals are attained for clients and uploaded and documented properly. (MH/SU/School/Medical/other) Concrete needs: ensuring concrete needs met- and appropriate referrals made in timely manner. Request support via DSP One-Stop and in community.
- Maintaining a resource guide: Collecting information regarding community resources and disseminating said information to staff and client families.
- Support Program Director and Program Supervisor in ensuring that PROMIS and CONNECTIONS systems are updated regularly and sending reports out as directed.
- Training/Training support: Enroll staff and interns in trainings and workshops using STARS and other systems. Uploading external training details to staff profiles. Attend mandatory and pertinent trainings- present information to staff/clients as needed.
- Provide administrative support to Program Director and Program Supervisor to ensure that program is in compliance with OCFS and NYC Children’s Services’ policies and protocols.
- Support program staff by making casework contacts, including covering home visits and other collateral contacts when necessary.
- Assist with workshops, parenting and client groups.
- Attend FTC’s and Pre-conferences as needed. Attend community/referral outreach events and presentations.
- Other related duties as assigned by supervisor.
