Travel Coordinator/Case Aide

The Children's Home of Poughkeepsie has been caring for children throughout the Hudson Valley for over 175 years! We strive to empower children and families to achieve optimal health and well being. We are currently seeking a Travel Coordinator/Case Aide to work in our Home Study & Post Release Services (HS/PRS) program.

Position Summary:

The Travel Coordinator/Case Aide is responsible for the timely and efficient coordination of logistics and travel plans for Case Managers in the program. This position is also responsible for the collection and filing of required documentation for Home Study and Post Release Service case files. This position will collaborate with and provide direct support to the Case Management team to ensure that all documentation is completed and filed in accordance with program expectations. Support in other key areas of the program, as needed.

Essential Functions and Responsibilities:

1. Plan travel logistics collaboratively with the Case Managers.

2. Book flights, rental cars and hotel rooms as needed.

3. Collaborate with a travel agent and/or airlines to reserve flights for staff as needed.

4. Secure rental cars and/or calculate mileage reimbursement for local travel.

5. Determine meal allowances based on days of travel in the field in accordance with the current Federal reimbursement rate.

6. Dispense stipends to employees who are traveling to cover work related expenses.

7. Verify biographical information prior to planning travel arrangements.

8. Effectively communicate travel arrangements with employees, including any changes or delays.

9. Add travel arrangements to the Program Travel Calendar.

10. Retains a copy of all records related to travel expenses.

11. Reconcile expense receipts with money dispensed.

12. Collaborates with a team of Case Managers with filing responsibilities.

13. Supports Case Managers in completing documentation, when needed.

14. Provides assistance with the collection and filing of required documentation.

15. Assists in the uploading of documentation to the federal database

16. Ensure that all case files are in audit ready condition, in real time.

17. Send mail, email and schedule appointments for families, as needed, on behalf of the Case Manager.

18. Assist with and perform general clerical duties, as needed.

19. Completes Mandated Reporter responsibilities in accordance with local state requirements when there is knowledge or suspicion that a child's safety may be at risk.

20. Fulfills training responsibilities according to child welfare best practices, the Children's Home of Poughkeepsie and ORR regulations.

21. Is familiar with and adheres to all agency policies and procedures as outlined in the UC Manual of Procedures and the agency Employee Handbook.

22. All other tasks as delegated by the Regional Supervisor or Program Director.

Knowledge, Skills and Abilities Required:

• Knowledge of trauma informed care

• Ability to work under tight deadlines

• Strong time management skills

• Excellent organizational skills and attention to detail

• Ability to play a strong supporting role in a team environment

• Strong Communication Skills (verbal, written, in person)

• Technical Skills (Program specific, MS EXCEL, Google)

• Commitment to Diversity, Equity and Inclusion

Critical Work Relationships:

• Program Director

• Regional Supervisors

• PQI Specialist

• Case Managers

• Administrative Assistant

Schedule: Sunday-Wednesday 9am-8pm, Thursday-Saturday OFF

• Wednesday-Saturday 9am-8pm, Sunday-Tuesday OFF
• FT, 40 hours plus rotating on-call responsibilities
• Hybrid office/remote schedule based on agency needs

MINIMUM Qualifications:

• High School Diploma or Equivalent

• Must complete and pass a pre-employment physical, PPD and drug screen and an annual physical and PPD.

PREFERRED Qualifications:

• Higher Education

• Bi-lingual Spanish-English

• Previous experience

Physical Demands and Work Environment:

1. Must be able to remain in a stationary position for an extended period of time

2. Constantly operate a computer and other office equipment

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. In order to perform this job successfully, the incumbents must possess the skills, aptitudes, and abilities to perform each duty proficiently. Employees are expected and required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give directives or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities in accordance with the Americans with Disabilities Act. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. Children's Home of Poughkeepsie (CHP) reserves the right to amend this job description at any time and assign additional tasks or duties to meet the agency demands. This document does not create an employment contract, implied or otherwise, other than an at will relationship. CHP is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.