TITLE:
Case File Specialist

REPORTS TO:
Area Manager

LOCATION:
Marshall, TX

EMPLOYMENT TYPE:
Full-Time, Non-Exempt Employee

The Case File Specialist is responsible for collecting and storing data to create a programmatically compliant case file for customers participating in WSET Program activities.

Your Impact on Career Team’s Success:

• Track new program enrollments.
• Create physical program files for participants
  • Accurately label file folder
  • Printing out electronically communicated file contents
  • Hole punch and organize printed files
  • File printed documents in file folders as appropriate.
  • Files documents in the participant’s file as appropriate, tracking and documenting program participation.
• Perform quality checks while assembling folders, assuring appropriate documents are included and accurately completed.
  • Errors identified are corrected before filing, if appropriate.
  • Errors requiring case manager correction are communicated to appropriate personnel
  • Outstanding error corrections are tracked and communicated with Program Advisors if necessary to ensure corrections.
• Upon exit, assure Employment Plan is included in the file and accurately reflects completion / exit information.
  • Update folder markings to reflect appropriate exit dates.
  • Update Employment Plan as needed.
  • Work with Basic Services Career Advisor as needed to assure signatures and initials are obtained as needed for Employment Plan closures.
• Maintain inventory of physical files to reflect location of files due to monitoring, etc.
• Maintain inventory of necessary file supplies.
• Run reports as needed to perform self-audit and assure physical files exist for all customers enrolled in assigned programs.
• Assure physical space is available for accommodating files.
• Lead assigned team to assure proper file storage and file destruction following program guidelines.
• Communicate with Program Leads regarding recurring issues of incorrect or missing file paperwork is addressed appropriately.
• Remain compliant with all training offered to ensure up-to-date knowledge of processes and procedures.
• Comply with self-audit guidelines and other processes to assure case quality.
• Maintain professionalism and confidentiality when dealing with private/sensitive issues and information.

Other Job Duties:This job description is not intended to be all-inclusive. The employee may be requested to perform other reasonable related duties as assigned by the immediate supervisor and other management as required. The company reserves the right to revise or change job duties as business requirements dictate. It is also understood that the company reserves the right to change work schedules as required.

To Qualify for This Role, You Must Have:

Education: Minimum of a Bachelor’s Degree from an accredited college/university or equivalent relevant work experience or a combination of 4 years’ qualifying education plus relevant work experience.

Skills/Abilities: Must have knowledge of Microsoft Office: Outlook, Excel and Word, Microsoft TEAMs, Zoom or similar platforms.

• Ability to work efficiently virtually using phone, text, and video conference with customers, peers, and management.
• Must be able to work in a fast-paced, ever-changing environment.

Required Competencies: Professional Customer Service focus, learning orientation, communication proficiency, teamwork orientation, technical capacity. 

Pay Range: $18-$20/hr

Working conditions are primarily in an office environment with occasional travel to other locations within the East Texas service area.