Senior File Clerk

Overview

At Upbring, our team is united by a shared mission: to break the cycle of child abuse and advance the wellbeing of children, families and communities, empowering them to thrive. As servant-leaders, we lead by example, working passionately to create a brighter future for those we serve.  Every day, we strive to embody our core values:

• We are Warriors: Fierce, resilient, and courageous, we face challenges head-on with unwavering loyalty and passion.
• We are Servants: We dedicate ourselves to serving others, empowering those around us to thrive.
• We are Family: We work together as a supportive, caring community, creating a sense of belonging and strength.

Joining Upbring means becoming part of a family of passionate individuals who are fearless in their pursuit of lasting change. Together, we are making a difference, one life at a time.

Your Mission in Action

The Senior File Clerk will have oversight of the Compliance File Clerks to ensure all the required documentation is placed accordingly in the unaccompanied children’s files and promptly uploaded into the ORR UC Portal. The Senior File Clerk is responsible for assigning and coordinating staff to assist other program departments as needed. They will monitor and evaluate the filing process and make any necessary recommendations for improvements. This position will coordinate with the case management department to arrange flights for unaccompanied children and Escort Youth Care Workers and provide the sponsor(s) with the time of arrival and reunification. These duties are in accordance with agency policies and procedures, licensing standards, Federal, State, Commission on Accreditation of Rehabilitation Facilities (CARF), and local regulatory agencies. 

Responsibilities

• Developing Compliance File Clerks skills by utilizing training resources in the community and the agency to include administrative and clerical tasks 
• Ensure department staff are conducting monthly file reviews and submitting findings to all appropriate departments and maintains communication with Compliance File Clerks regarding information pertaining to unaccompanied children’s files 
• Ensure communication with corporate office and Quality & Compliance Department to coordinate submission of reports as well as coordinates with corporate to deliver closed files appropriately according to ORR policy 
• Support department staff to ensure they have the tools and resources needed to optimize performance as well as provide ongoing support to department staff to ensure the program operates effectively and efficiently 
• Maintain confidentiality of unaccompanied children’s files according to HIPPA rules and regulations 
• Track and report trends associated with the accuracy and completeness of case files in accordance with regulatory requirements and assists in preparing program audits, assuring adherence to agency and licensing standards 
• Create reports and other requested information as directed by management and other duties or projects as assigned by supervisor and complete all required documentation in a timely manner
• Secures final approval to initiate travel arrangements with Lead Case Manager/Co-Lead Case Manager regarding ORR approval of unaccompanied children reunification 
• Coordinates travel arrangements for Escort Youth Care Worker transporting unaccompanied children, to ensure the organization of travel from beginning to end, and possible accommodations if flight is cancelled due to inclement weather 
• Provides flight itinerary to Senior Transporter, and any additional flight instructions needed as well as maintains and updates discharge tracking information stats for monthly reports 
• Other duties as assigned 

Qualifications

Minimum Qualifications

• High school diploma or GED equivalent 
•  Must be 21 years of age or older per licensing requirements 
• One (1) year of experience in childcare or residential care for children and/or adolescents 
• Bilingual- fluent in Spanish and English (read, write, speak) 
• Valid Texas Driver’s license and proof of auto insurance; ability to meet Upbring’s insurance provider guidelines as an insured and approved driver Maintain a good driving record   
• Ability to perform emergency behavior intervention (EBI) for UC in care 
• Must be able to work evenings and weekends based on program needs 
• First aid, AED, and CPR certification (or ability to obtain within 3 months of employment) 

Preferred Qualifications

• Associate's degree in Human Resources, Business Administration or related field 
• Two (2) years of supervisory experience 
• One (1) year of shelter operations experience 

Travel

• This position may be required to travel up to 10%

Perks at Upbring 

• Competitive PTO & paid holidays 
• Health, dental, vision insurance & more  
• 403(b) Plan
• Employee Assistance Program 
• Discounted Gym Memberships  

Physical Demands & Work Conditions

• This position requires sitting and looking and using a computer for long periods of time 
• Position works in a child facility and has constant exposure to children 
• Position requires frequent standing, walking and time in units/cottages which are areas where children reside 
• Lift, push, pull, move up to 125 lbs.  

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Upbring is an Equal Employment Opportunity/AA Employer and does not discriminate on the basis of race, color, ancestry, religion, age, sex, sexual orientation, gender, pregnancy, marital status, national origin, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.