Human Services Associate - Full Time

Virginia Department of Social Services•Suffolk, VA

19h•Onsite

About The Position

Under immediate supervision, provides comprehensive administrative and case support to the Family Services Division. Responsibilities include maintaining accurate client records by filing paper documents, uploading electronic case materials, drafting correspondence, and processing case actions. Supports family services workers through activities such as conducting required relative searches every 90 days, preparing and sending kinship notifications, monitoring court dates, uploading court documents, initiating OASIS entries, and ensuring all court orders and affidavits meet legal validity requirements. Assists workers with completing and submitting CSA packages and Title IV‑E eligibility packets within required timelines by gathering, verifying, and submitting all necessary documents. Requests birth and identity records, completes Title IV‑E Medicaid applications, and ensures all placement and financial agreements are updated and accurate. Processes invoices, p‑card purchases, and financial documentation; creates, circulates, and submits case actions; and notifies appropriate staff of placement or case changes. Maintains accuracy of OASIS by auditing and updating client, financial, education, medical, custody, placement, court, and independent living screens. Conducts SPIDeR searches to verify information and submits IT tickets when system corrections are required. Pulls and distributes monthly performance reports including Critical Outcome Scorecards, AFCARS error reports, monthly client visit reports, physical and dental exam tracking, congregate care review, IL assessment status, credit freeze status, and other required permanency and data‑quality metrics. Supports caseworkers by tracking age‑related service changes, medical and dental appointments, childcare licensing requirements, BIDs, and other compliance‑related documentation. Coordinates and documents Family Partnership Meetings, ensuring all plans are uploaded and recorded appropriately. Communicates with the City Attorney’s office for missing court documents and maintains consistent information flow with IV‑E and CSA teams regarding placement changes. Performs clerical duties including drafting letters, preparing meeting agendas, developing spreadsheets, collecting data, filing reports, and completing other assigned administrative tasks. Provides general program support by facilitating training requests, researching contracted vendors, assisting with scheduling, providing transportation for clients and foster children, and supporting the overall work of the Family Services Division. Performs other duties as assigned.

Requirements

High school diploma or GED supplemented by previous experience and/or training that includes general office work, customer service, personal computer operations, and data entry; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Demonstrated ability to communicate effectively both orally and in writing.
Maintains a variety of forms and records.
Participates as a team member to improve customer service, operations, and resolution of problems.
Requires a valid driver’s license.

Nice To Haves

Working knowledge of Microsoft Office Suite
Document transcription experience in a human services environment
Experience supporting Family Services programs in a local Virginia Social Services agency
Ability to key at least 50 words per minute
Experience transporting adults/children from the vulnerable population
Ability to work evenings and weekends if required

Responsibilities

Maintaining accurate client records by filing paper documents, uploading electronic case materials, drafting correspondence, and processing case actions.
Conducting required relative searches every 90 days.
Preparing and sending kinship notifications.
Monitoring court dates and uploading court documents.
Initiating OASIS entries.
Ensuring all court orders and affidavits meet legal validity requirements.
Assisting with completing and submitting CSA packages and Title IV‑E eligibility packets.
Requesting birth and identity records.
Completing Title IV‑E Medicaid applications.
Ensuring all placement and financial agreements are updated and accurate.
Processing invoices, p‑card purchases, and financial documentation.
Creating, circulating, and submitting case actions.
Notifying appropriate staff of placement or case changes.
Maintaining accuracy of OASIS by auditing and updating client, financial, education, medical, custody, placement, court, and independent living screens.
Conducting SPIDeR searches to verify information and submitting IT tickets when system corrections are required.
Pulling and distributing monthly performance reports including Critical Outcome Scorecards, AFCARS error reports, monthly client visit reports, physical and dental exam tracking, congregate care review, IL assessment status, credit freeze status, and other required permanency and data‑quality metrics.
Tracking age‑related service changes, medical and dental appointments, childcare licensing requirements, BIDs, and other compliance‑related documentation.
Coordinating and documenting Family Partnership Meetings.
Communicating with the City Attorney’s office for missing court documents.
Maintaining consistent information flow with IV‑E and CSA teams regarding placement changes.
Performing clerical duties including drafting letters, preparing meeting agendas, developing spreadsheets, collecting data, filing reports, and completing other assigned administrative tasks.
Providing general program support by facilitating training requests, researching contracted vendors, assisting with scheduling, providing transportation for clients and foster children, and supporting the overall work of the Family Services Division.
Performing other duties as assigned.