Case Management Specialist
This is an unclassified position that serves at the pleasure of the Court. The Case Management Specialist performs various clerical and administrative duties that support the Corrections Planning Board’s Substance Abuse Case Managers in performing the administrative duties required for reconciling the directives of the criminal justice system, the substance abuse treatment, mental health-related and homelessness needs of offenders and availability of community resources. Current Court policy requires all employees to be fully vaccinated against the COVID-19 coronavirus as a condition of employment.
Essential Duties and Responsibilities
Include the following:
- Providing backup assistance to the Substance Abuse Case Managers;
- Accurately identifying and expediting all appropriate referrals (in-patient treatment, Community Based Correctional Facilities [CBCF], and Treatment Alternatives to Street Crime [TASC]) using the Cuyahoga County Justice Information System (CCJIS);
- Coordinating with TASC the referral of Pre and Post-Sentence Investigation Assessments;
- Enter related data in CCJIS and Excel spreadsheets to maintain data; updating CCJIS once assessments are completed, or homeless placements are made;
- Assisting with the coordination of the referrals to CBCFs, including jail-screening interviews;
- Assisting the Substance Abuse Managers with oversight of other substance abuse, mental health-related and homeless offender programs;
- Entering data into CCJIS and Excel spreadsheets with offender and program information to monitor referrals;
- Obtaining discharge summaries from TASC and various treatment providers; closing out referrals in CCJIS and on Excel spreadsheets;
- Maintaining a filing system of confidential records and information regarding offenders, personnel or programmatic activities;
- Compiling data from various sources within the court and the criminal justice system for statistical analysis;\
- Assisting in completion of court-related annual program reports and fiscal reports for the State of Ohio;
- Assisting in planning, organizing and documenting meetings to achieve Corrections Planning Board and program objectives;
- Providing assistance as needed for coordinating and distributing Mental Health and Developmental Disabilities (MHDD) Treatment Team staffing agendas for mental health judges, including, but not limited to, Judges, Probation Officers, Prosecutor’s Office, Public Defender’s Office, defense attorneys, treatment agencies and social workers;
- Coordinating MHDD Treatment Team Community Provider monthly staffing agendas;
- Responding to telephone/e-mail inquiries from the Court, Sheriff’s Department, Probation Department, treatment agencies and the general public;
- Providing treatment agencies with informational support, offender data and/or all other items as needed, including drafting letters for offenders located at agencies e.g., social security verification of treatment dates, etc.);
- Assisting in verifying monthly billings from treatment providers;
- Providing clerical support, word processing and filing of all correspondence, records and other documents required by the Substance Abuse Case Managers;
- Maintaining an active in-patient and TASC Case Management Filing System;
- Managing the MHDD Imaging Project, including delivery of terminated files to the Probation Department for imaging;
- Delivering and retrieving MHDD files daily and/or as needed, and obtaining mental health records as needed;
- Obtaining signed releases of information from inmates in the Cuyahoga County Corrections Center (jail) as needed;\
- Distributing case management mail and collecting referrals from the Probation Department;
- Assisting the Specialized Docket coordinators on an as-needed basis;
- Performing a variety of other related duties as required.
The above statements describe the general nature and level of work performed by individuals assigned to this classification. They are not an exhaustive list of all duties. Other duties may be assigned.
Knowledge, Qualifications, Skills, and Abilities
To perform this job successfully, an individual must demonstrate the following:
- Excellent interpersonal skills and ability to communicate effectively, both orally and in writing with Judges, Probation staff, other Court employees, attorneys, outside agencies and the general public;
- Ability to work collaboratively, constructively and positively in a team environment, including the ability to build constructive working relationships to meet mutual goals and objectives;
- Ability to work effectively and in a professional manner, particularly within mandated deadlines;
- Ability to work independently with minimal supervision to organize and prioritize duties;
- Ability to operate a variety of office equipment in the completion of essential functions (e.g., telephone, facsimile, photocopier, electronic mail system, internet browser, and Microsoft office products, including Excel);
- Proficiency in navigation of criminal justice information systems (i.e., CCJIS, IMACS, etc.);
- Knowledge and understanding of Court and/or Corrections Planning Board functions and procedures;
- Excellent organizational and time management skills including reliability and punctuality;
- Initiative to assume and master new duties as assigned;
- Attention to detail, accuracy, and the ability to understand and follow instructions;
- Ability to be flexible and adapt to change;
- Ability to maintain sensitive and confidential information and maintain the highest ethical standards;
- Professional appearance and demeanor at all times.
Education and Experience
Required: Bachelor’s degree, preferably in social work, social services, counseling, psychology, criminal justice or equivalent, and two years’ experience in maintaining office procedures. Proficiency in navigation of criminal justice information systems is a plus.
Physical Demands and Work Environment
The physical demands described here represent those an employee must meet to perform the essential functions of this job. The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While this position generally requires working in a normal Court and/or office environment with no unusual demands or exposure to hazardous situations, the position may require visits to the Correction Center (Jail) and possible contact with inmates; however, security and precautions are available. Tasks may involve extended periods of time at a computer workstation (keyboard and monitor). Frequent contact is made with Probation staff and other Court personnel, other agencies, and the general public.
The normal hours of operation are from 8:30 AM to 4:30 PM, Monday through Friday. This position may require some work beyond normal hours, including evenings and weekends.
Qualified applicants may be required to present and/or provide work product examples. Proof of education and employment references will be required before final interview. Current Court policy requires all employees to be fully vaccinated against the COVID-19 coronavirus as a condition of employment. The Cuyahoga County Court of Common Pleas requires submission to a criminal history background check and drug testing prior to employment. Valid Ohio Driver’s License is required. Applicants must submit a letter of interest and resume to:
Cuyahoga County Common Pleas Court
Gregory Popovich, Court Administrator
1200 Ontario Street
Justice Center 11th Floor
Cleveland, Ohio 44113
THIS POSTING WILL REMAIN OPEN UNTIL THE POSITION IS FILLED
Proof of education, licensure and employment references will be required before final interview. The Cuyahoga County Court of Common Pleas requires submission to a criminal history background check and drug testing prior to employment. Valid Ohio Driver’s License is required.
All applicants will receive notification of their application status. No phone calls or e-mails please. Reasonable accommodation may be available to qualified employees and applicants; please contact the Director of Human Resources for Cuyahoga County Common Pleas Court at 216-443-8560.