Position Description and Performance Standards

Classification Title: Casework Administrative Assistant Classification: Non-exempt Reports to: Manager – Family Care and In Home GENERAL STATEMENT OF JOB The Casework Administrative Assistant position is primarily responsible for providing support to the Manager of in-home and family care provider cases. The Casework Administrative Assistant performs tasks related to paperwork requirements, licensed home site visits, and assuring effective day to day operations. The Casework Assistant frequently interacts with in-home employees and Family Care Providers and is called upon to assist with projects and tasks as assigned.

MINIMUM EDUCATION, TRAINING, REQUIREMENTS AND PREREQUISITES  Associates Degree in Psychology, Social Work, Special Education or related field or High School or GED diploma or equivalent of 6 month’s direct experience working with persons with MR or developmental disabilities.  Microsoft Office proficiency and good working knowledge of computer applications including word processing, spreadsheet, database and presentation software  MR Waiver Certification or ability to acquire certification prior to serving individuals  CPR and First Aid Certification or ability to acquire certification within 30 days of employment  Certification in Lutheran Family Services of Virginia (LFSVA) Crisis De-escalation/Behavior management (Mandt) or ability to acquire certification within 30 days of employment  Valid Drivers’ License and proof of insurance  Ability to acquire Medication Administration Certification as required.  Satisfactory Driving Record in compliance with Driver Requirement Policy  Access to a personal vehicle for client transport as required  Knowledge of and ability to comply with state licensing, Medicaid and other agency standards.  Ability to work effectively with people from diverse backgrounds  Ability to work assigned work schedule  Ability to maintain records, prepare reports and required paperwork according to licensing and agency requirements in a timely manner  Flexibility to work at sites other than usual work location when circumstances warrant  Basic computer skills and experience working with Microsoft Office preferred  Ability to observe health and safety regulations

Rev. 06/24/2014 Page 1 of 5 Casework Administrative Assistant

SPECIFIC DUTIES AND RESPONSIBILITIES Essential Functions: May be required to perform any of the following duties:  Work with the manager as part of a team to ensure the smooth operation of the area.  Create, update, and maintain primary and secondary files for new and current individuals.  Update and file emergency medical information forms (in primary and secondary files)  Locate, print and file medical side-effects sheets (in both primary and secondary files)  Collect, review and file the monthly paperwork i. Ensure the paperwork meets Medicaid requirements ii. Make appointments with staff to make corrections to the paperwork if needed iii. Provide ongoing training to staff on documentation until improvements are made  Complete and file the monthly supervision reports  Make sure only current forms are being used for documentation and data collection.  Copy and distribute documents and forms to Family Care Providers and employees  Complete quarterly reports if required by manager  Assist with or complete checks to ensure billing and service times are accurate  Request information needed to keep primary charts current from case managers or other agencies. Keep documentation of these requests in the primary file.  Remind Family Care Providers when annual physical and dental evaluations are due and provide copies of the agency’s physical and dental forms.  Notify the manager if Family Care Providers fail to turn in required paperwork including monthly documentation, physician’s orders, periodic support logs, nighttime supervision logs, and annual physical and dental forms.  Purge primary charts into clearly-labeled folders and forward purged folders to their proper storage area  Operate a vehicle to assure safe transportation of clients to and from various destinations or to reach destinations to perform assigned functions of the job.  Complete monthly walk-throughs/home inspections and visits to homes. Document Family Care home visits on the log sheet. Notify the manager of any concerns  Monitor and ensure that Family Care Providers complete 3 of the quarterly fire drills.  Complete one quarterly fire drill per provider. Report any concerns to the manager  Assist with gathering and tallying time sheets and mileage  Assist with updating Family Care provider policy books  Maintain positive and professional communication with all internal and external stakeholders including but not limited to CSB service coordinators, providers, family members of individuals and LFSVA staff.  Ensure that individual files and locations are in compliance with Medicaid, licensure and human rights regulations. Inform the manager of problems.  As directed by the manager, forward closed individual records to the Regional Manager for review.  Enter electronic billing information  Facilitate facilitating training

 Perform other related duties as required and assigned

SUMMARY OF PHYSICAL, SENSORY AND ENVIRONMENTAL REQUIREMENTS NEEDED TO PERFORM ESSENTIAL JOB DUTIES

Not Applicable Occasionally = (1/2 - 2.5 hours per day) Rarely = (less than ½ hour per day) Frequently = (2.5 - 5.5 hours per day) Continually = (5.5 - 8 hours per day)

Physical Requirements 1. Lifting: Up to 50 lbs. 9. Stooping: Occasionally 2. Carrying: Up to 50 lbs. 10. Crawling: Rarely 3. Pushing/Pulling: Up to 50 lbs. 11. Climbing: Occasionally 4. Use of Equipment: 12. Reaching above head: Occasionally a. telephone, copier, vehicle, fax, 13. Grasping: computer a. One hand: Frequently 5. Sitting: Frequently b. Both hands: Frequently 6. Standing: Frequently 14. Fine Manipulating: 7. Walking: Frequently a. One hand: Frequently 8. Bending: Occasionally b. Both hands: Frequently

15. Environmental Requirements 1. Exposed to marked changes in temperature: Rarely 2. Outside work: Rarely 3. Exposure to dust, fumes, odors, water, etc.: Occasionally 4. Exposure to biological, mechanical, electrical and/or chemical hazards: Not at all 5. Normal (inside) environment: Continually 6. Noise: Occasionally

16. Sensory Requirements 1. Eyesight: a. Normal/corrected: Necessary b. Close eye work: Necessary c. Other: ______2. Hearing: a. Normal tones: Necessary b. Soft tones: Necessary c. Other: ______3. Distinguish Smells: Necessary 4. Distinguish Temperatures:

a. Touch: Necessary b. Proximity: Necessary

Rev. 06/12/12 Page 5 of 6 Casework Assistant