Caregiver Services Case Aide

Job Description

Job Title: Caregiver Services Case Aide
Department: VISIONS Caregiver Services
Employee Status: Full-Time Non-Exempt
Reports to: Caregiver Program Director
Location: NYC Hybrid
Salary Range: $42,500-46,500 per year

Summary

VISIONS Citywide Caregiver Program, funded by NYC Aging, provides support to unpaid caregivers caring for an adult age 60+, an adult of any age with dementia or Alzheimer’s, an adult age 18–59 with a disability (when the caregiver is age 55+), or children under 18 cared for by older family members. VISIONS serves caregivers of individuals with vision loss, hearing loss, dementia, and other disabilities across all five boroughs, in multiple languages and accessible formats.

The Caregiver Services Case Aide is a member of the Caregiver Program team, supporting program goals through data management, documentation, and quality assurance functions. The Case Aide is responsible for reviewing, entering, and maintaining accurate and confidential client and program data across multiple systems, including the NYC Aging database (VIVE), and ensuring compliance with agency and funder standards. The role supports program operations by maintaining complete and timely documentation, tracking required forms and service data, and assisting with reporting and audit readiness.

Duties and Responsibilities

  • Review all client intake and case documentation for completeness and accuracy in accordance with agency policies and NYC Aging program standards.
  • Identify missing, incomplete, or incorrect information and follow up with program staff and/or clients to ensure all required documentation is obtained and maintained.
  • Enter and maintain all required caregiver and program data—including demographics, intake information, assessments, consents, case notes, and service units—accurately and consistently across all required systems, including the NYC Aging database (VIVE) and internal tracking systems, within established timelines.
  • Monitor documentation timelines and support program staff in ensuring that all required documentation (e.g., intake, assessments, case notes) is entered within 5–10 business days of service delivery.
  • Ensure all required consent forms are current, complete, and properly uploaded and maintained in client records.
  • Conduct monthly quality assurance reviews of case files to ensure accuracy, completeness, and compliance with program and funder requirements; track and follow up on any deficiencies.
  • Assist in the preparation and completion of monthly reports, including service data and supplemental expense reporting for NYC Aging.
  • Process and track vendor invoices, including supplemental service invoices, ensuring accurate entry into all required tracking systems and alignment with approved services.
  • Maintain documentation related to outreach and program activities, including ensuring that required backups (e.g., attendance sheets, forms) are properly filed and accessible for monitoring and audit purposes.
  • Ensure voluntary donations are collected, tracked, and secured in accordance with agency policies.
  • Assist with preparation and distribution of program materials, including applications, welcome letters, and other client communications.
  • Participate in required trainings, supervision, and staff meetings to support program compliance and continuous improvement.
  • Perform other duties as assigned.

Education and/or Experience

Associate’s Degree or higher required. Relevant work experience may substitute for formal education. Experience with VIVE or similar data entry and case management systems is preferred.

Qualifications

  • Strong computer and data entry skills, including experience with computerized databases, Microsoft Word, Excel, email, and internet-based systems.
  • Ability to work efficiently and accurately in a fast-paced, deadline-driven environment while managing multiple tasks.
  • Strong attention to detail and organizational skills, with the ability to maintain accurate records and ensure data integrity.
  • Ability to communicate effectively with staff, vendors, and clients, and follow up on missing or incomplete information.
  • Demonstrated ability to work independently while functioning as part of a collaborative team.
  • Strong time management skills, with the ability to prioritize workload and meet documentation and reporting deadlines.
  • Understanding of and commitment to the mission and philosophy of a nonprofit social service organization.

Skills and Reasoning Ability

  • Excellent attention to detail and accuracy in record-keeping, data entry, and documentation review.
  • Strong problem-solving skills, with the ability to identify discrepancies, track missing documentation, and follow through to resolution.
  • Ability to manage multiple priorities and adapt to changing program needs in a high-volume environment.
  • Effective interpersonal skills, with the ability to work with staff, volunteers, and external partners in a professional manner.
  • Proficiency in Microsoft Office applications and ability to learn and utilize electronic case management and tracking systems (e.g., VIVE).
  • Strong written and verbal communication skills, particularly in documenting and maintaining clear, accurate records.
  • Ability to remain organized, focused, and responsive under pressure.

Salary Range

$42,500-46,500 per year, commensurate with experience

Locations

Job Site:  VISIONS 500 Greenwich St., 3rd Floor, New York, NY, 10013; Meetings and other programs may be held at the following locations:

  • VISIONS at Selis Manor: 135 West 23rd Street, New York, NY 10011
  • VISION Center on Blindness: 111 Summit Park Road, Spring Valley NY, 10977

How To Apply

Send resume and cover letter to: Elizabeth Lee, Senior Director of Caregiver Services: elee@visionsvcb.org.

VISIONS is a 501(c)(3) nonprofit rehabilitation and social service agency incorporated in 1926.  VISIONS provides services for blind and visually impaired people of all ages in the Greater New York Metropolitan Area.

VISIONS is an equal opportunity employer.  All job candidates, consultants, volunteers, and interns 18 years of age and older must consent to a background investigation, including a criminal justice system search, reference checks, and education checks.

VISIONS Employees should report any equipment malfunction, repair needs or any broken item.  At no time should there be any attempt to fix any item without written authorization and inclusion in the job description.