Program Coordinator-   Case Management

Department:   Tribal Assistance

Location:   Junea

Exemption   Status: Non-Exempt

Pay   Grade(s): 10 -11

Purpose: The Program   Coordinator (PC)– Case Management will oversee the Tribal Assistance Case   Management Specialist team that is responsible for the case management of Tribal   assistance applicants and clients. The PC will be the supervisor of the Case   Management Specialists (CMS) at the Juneau/Ketchikan/Sitka work sites, and   this includes conducting annual reviews, audits, personnel actions, and   training. The PC will be able to perform and train staff in case management   for clients/families on the Tribal Assistance (TANF- Temporary Assistance for   Needy Families or GA-General Assistance) Programs. The PC will provide oversight of staff to   ensure CMSs are providing individual strength based case management that   includes; excellent customer service, conducting timely interviews to create   case plans, assist client(s) with the application process for all services   they are applying for, collecting data, obtain appropriate documents, and   proper referrals to internal and external resources. The PC will supervise Tribal assistance CMSs   to ensure policies and procedures are in compliance with Tribal assistance   policies and procedures, regulations and the Tlingit & Haida (T&H) PL102-477 (477) plan. The PC will be part of the larger management team of   the 477 division to ensure services are streamlined and accessible to clients   and applicants.

Essential Functions

· Assist with the   development, implementation and updates of the Tribal Assistance policies and   procedures. 

· Proficient in all   systems used in processing Tribal Assistance applications and T&H systems   for managing staff. 

· Proficient in 477   Tlingit & Haida plan, Tribal Assistance policies and procedures, and   T&H policies and procedures. 

· Create content for   training for Case Management Specialist, both refreshers and new employee   trainings. Monitor training provided to staff to ensure compliance.  

· Back up team, as   needed, with interviewing applicants and recipients to develop individual   case plans for Tribal Assistance. May need to carry a caseload as needed. 

· Assist with the larger   477 management team to develop policies, procedures, and processes for   ensuring smooth transitions within other 477 services (TVR, E&T, TCSU, Childcare).

· Monitor caseloads of CMSs   to balance leave requests and ensure case and application coverage.

· Responsible for CMSs EIS   security/confidentiality training, staff training on use of system, staff   compliance, access, and renewals.

· Monitor State of   Alaska ATAP program policy changes in order to make policy recommendations to   the Tribal Assistance Manager. Ensure any Tribal D impacts will be included   in policy recommendations.

· Develop and implement   a compliance plan for the CMSs team, which includes development of reporting   of the audits and outcomes. Conduct regular compliance audits of CMS and use   results to assist in developing training.

· Train CMSs on   community resources so staff can provide appropriate referrals to applicants   and recipients. 

· Work in partnership   with the Program Coordinator-Frontline/Benefits to ensure smooth transition   from application submission to processing and case planning. 

· Responsible for addressing   any customer services complaints and work to resolve them quickly.  

· Collect data regarding   CMSs processing for monthly, quarterly and annual reporting.

· Oversee and supervise   all CMS staff for all sites (Juneau, Sitka and Ketchikan), including   approving leave and payroll.

· Back up the Program   Coordinator-Frontline team as needed.

· Some travel required.

· Maintain positive   communication with all clients, and employees.

· Maintain   confidentiality.

· Other program duties   as assigned

Knowledge, Skills &   Abilities. A comprehensive set of capabilities   required to perform job tasks effectively:

· Excellent   interpersonal and public speaking skills.

· Excellent analytical   skills and ability to decisions with limited information.

· Working knowledge in   Excel, MS Word, Outlook, Databases, and Power Point.

· Strong time management   and organizational skills.

· Excellent dispute   resolution skills.

· Excellent writing and   grammatical skills.

· Knowledge of all services   offered by 477 Department.

· Excellent Customer   Service skills.

· Ability to coach and   provide training to client service staff.

· Strong supervisory   skills.

· Ability to thrive in a   constantly changing, fast paced, growing, and demanding environment.

· Ability to analyze and   interpret complex information from multiple sources.

· Ability to communicate   well and maintain excellent working relationships. 

· Ability to network   with other departments and community service providers.

· Ability to work   independently and in a team environment. 

Minimum   Qualifications (education, experience, skills):

· Associate's degree in   social, business, or related field (experience can be substituted)

· Two (2) years of   program management experience (which includes supervisory experience)

Preferred   Qualifications (education, experience, skills):

· Bachelor’s degree in human   services, sociology, or related field

· Two (2) years of   professional level experience in overseeing case management for TANF and/or   BIA GA programs. 

Physical Requirements. The physical demands described here are representative of   those that must be met by an employee to successfully perform the essential   functions of this job with or without reasonable accommodation:

· The majority of work is performed in a professional office   setting and is generally sedentary, requiring routine walking, standing,   bending, and carrying of items weighing less than 40 lbs.

Work Environment. The work environment characteristics described here are   representative of those an employee encounters while performing the essential   functions of this job:

· Some   travel may be required on small aircraft or ferry. 

· Certain   positions at Tlingit and Haida may have exposure to certain hazardous   materials or conditions. The   supervisor will review these if applicable.