Social Services Administrative Assistant

All Jobs >
Social Services Administrative Assistant

Social Services Administrative Assistant
Lydia Home Chicago

Full-time

Description

• A High School Diploma or Equivalent.
• Experience in child welfare and with administrative functions is preferred.
• Must possess skills to work effectively with children and their families.
• Demonstrates effective written and oral communication skills
• Able to demonstrate sound professional judgment and problem-solving ability
• Demonstrates proficiency using current technology and is self-sufficient in managing daily administrative work and email communications
• Effectively prioritizes tasks, manages multiple projects, meets deadlines, and makes quality decisions in a fast-paced work environment.
• Must be attentive to detail, resourceful, self-motivated, and have initiative with responsibilities and assignments.
• Works effectively with interdisciplinary treatment team members internal/external to the organization
• If requested, must have a valid driver's license and auto insurance when the position requires an employee to operate a motor vehicle in connection with executing the position responsibilities, which include driving to and/or from any agency function
• Demonstrates sensitivity and respect of diverse individuals and communities served by, working in partnership with, or employed by Lydia Home
• Must be able and willing to support the mission of Lydia Home Association (LHA)

• Assist the residential intake process by monitoring the completion of consents, client rights/responsibilities forms, and the 906 form, setting up the SDS profile in addition to the Residential/DCFS and Medicaid files, and monitoring the receipt of materials for intake (i.e., social history, placement history, medical cards). Conduct admission and enter any additional information for the resident into the SDS system. Assist with the referral/admission process in the absence of the Residential Program Director.
• Upon receipt of information regarding approved/unapproved contacts for the child, input such information in SDS (i.e., family members, supports, DCFS/POS Caseworker, GAL/CASA Workers, etc). Update and disseminate the residential roster at least monthly, but also upon admission/discharge of a youth, or upon receiving updated case information (i.e., change in DCFS/POS Caseworker, Therapist, etc).
• Send and track documents requiring signature from the legal guardian [i.e., DCFS] to the DCFS Consent line or DCFS Authorized Agent [e.g., DCFS Case Supervisor]
• Check social services mailbox and provide the mail to the appropriate parties. Take interoffice and outgoing mail from social services to the front office.
• File client records, physical and digital, and conduct file reviews to ensure necessary documentation is in the files. Work in collaboration with the Residential Program Director to secure the missing documentation. Maintain client confidentiality and HIPAA standards.
• Complete Level One Case Reviews and coordinate Level Two Case Reviews with the Residential Program Director.
• Be familiar with governing standards and assist in maintaining compliance with their requirements (e.g., tracking/creating supervision forms) in addition to helping with audit preparation (i.e., DCFS Licensing, Medicaid, COA).
• Ensure documentation is scanned into the electronic filing system and a hard copy filed accordingly.
• Incident Reports:
  Copy Incident Reports for necessary staff. Assist with ensuring all elements of the incident report are complete and supplemental forms/documents are included with the incident report [e.g., restriction of client rights; SASS report]. Compose incident report narratives, submit significant events into SACWIS, and complete 906s.
• Create Training Certificates including:
  T…