St Michael's Home for Children | Case Review Specialist, Case Manager

CATHOLIC CHARITIES OF THE ARCHDIOCESE•Houston, TX

About The Position

Catholic Charities is looking for the right people; people who wish to serve their community as a part of a family friendly organization doing good within the Houston-Galveston area. We attract and retain the best talent by investing in our employees. People of all faiths helping people in need. The Case Review Specialist is responsible for organizing, maintaining, and auditing unaccompanied minor case files to ensure completeness, accuracy, and accessibility. This role supports program compliance by filing and retrieving records, entering and maintaining data in designated information systems, and ensuring files meet program record keeping standards, funder requirements, agency policies, licensing standards, and applicable federal, state, accreditation, and local regulatory requirements. The Case Review Specialist maintains strict confidentiality and supports internal quality assurance efforts to strengthen documentation practices.

Requirements

Bachelor’s degree in Social Work, Human Services, or a related field
One (1) year of administrative, records, data entry, compliance, or documentation quality experience in a social services or child welfare setting.
Bilingual (English/Spanish)
Valid Texas Driver’s License
Strong attention to detail, high accuracy, and ability to identify inconsistencies or missing documentation.
Working knowledge of records management, secure file handling, and confidentiality standards.
Ability to interpret checklists, procedures, and documentation requirements and apply them consistently.
Proficiency with databases and document management systems (e.g., Excel, case management platforms, secure file repositories).
Clear written and verbal communication; ability to provide corrective guidance professionally.
Ability to manage competing priorities, meet deadlines, and maintain audit readiness in a fast paced environment.

Responsibilities

Manages and facilitates an individual small caseload of client cases for which documentation and compliance will be in order.
Completes documentation of client progress within required timeframes; maintains client records in accordance with regulatory/agency standards.
Direct client service delivery includes but is not limited to the following case management duties: conducting assessments in person or on the phone, developing and implementing treatment plans, assessing risk and safety needs for possible sponsors regarding home studies or follow up services, and providing appropriate referrals.
Review case manager documentation for completeness, accuracy, timeliness, and required elements such as signed forms, supporting documents, required case notes, release-related documentation as applicable.
Verify required documents meets internal standards and funder requirements and uploaded to the designated case management system and/or secure file within established timeframes.
Track missing, late, incomplete, or noncompliant documentation and communicate findings to program leadership.
Conduct routine weekly internal file audits using established checklists to assess compliance with program and agency documentation standards.
Ensure all required documents are uploaded to the appropriate systems/folders and labeled correctly.
Maintain an audit log and prepare summary reports that include trends and recurring issues.
Assist with corrective action tracking by monitoring due dates and documenting resolution/closure of findings.
Support readiness for internal/external monitoring by maintaining well organized documentation and retrieving requested records promptly.
Provide technical/administrative support to Case Managers related to document upload procedures, file organization, and compliance checklists.
Coordinate with Case Management, Clinical, Education, and Program Operations teams as needed to obtain required documentation and resolve discrepancies.
Serve as a point of contact for document related inquiries and assist with onboarding new staff on documentation standards.
Participate in team meetings to share compliance trends, workflow improvements, and documentation reminders.
Accurately enter and maintain information in agency approved databases and internal systems.
Maintain up to date, well organized, and compliant program records.
Assist with preparation for funder audits, monitoring visits, and internal reviews by organizing files, verifying document presence, and preparing audit ready packets.
Ensure records are current and accessible while maintaining confidentiality and role based access.
Ensure sensitive information is protected and accessed only by authorized personnel.
Adhere to all safety protocols and participate in regular drills; support evacuation and accountability of minors in emergencies.
Identify and escalate safety risks; contribute to behavior support plans and deescalation using trauma informed approaches.
Comply with incident reporting procedures and timelines.
Respond to and participate in emergency situations, including executing evacuation procedures and other safety protocols.
Work a rotating schedule that may include evenings, weekends, holidays, and on call coverage; provide shift support to maintain required staffing ratios.
Flex between units/teams to meet program needs; cover peer caseload tasks when other case managers are off duty.
Engage in ongoing training and professional development related to child welfare, immigration, and case management best practices.
Complete and maintain required certifications (e.g., CPR/First Aid), program orientations, and annual refreshers (e.g., trauma informed care, emergency preparedness, confidentiality, child welfare best practices).
Performing other duties as required by supervisor.