USAFL Case Manager
Job Overview
At USA Farm Labor, every position plays a vital role in supporting our mission, vision, values, and company objectives. Team members are expected to align their daily work and decisions with these guiding principles to help drive our collective success.
The USA FARM LABOR Base Case Manager will oversee the H-2A application process, acting as the primary point of contact for a designated number of clients. This role involves managing H-2A cases from the initial stages of pre-submission through the USA Farm Labor database until the receipt and processing of Labor Certifications from the Department of Labor. In some instances, the Base Case Manager's responsibilities may extend beyond the receipt of the Labor Certification.
Duties and Responsibilities
- Thorough understanding of the USA FARM LABOR Compliance Handbook, as well as the USA FARM LABOR database, both the office portal and client portal
- Keep current with industry changes to the H-2A program for compliance
- Ability to conduct in-depth analysis of agricultural job descriptions, employer payroll records, employer schedules of operation, and employer temporary need statements
- Ability to identify potential causes for a Department of Labor Notice of Deficiency (NOD) or denial, and effectively communicate this information to clients with thoroughness, competence, and professionalism
- Thorough understanding of the distinctions between Adverse Effect Wage Rates (AEWR) and Occupational Employment and Wage Statistics (OEWS), along with the knowledge of when to apply each. The position also requires the ability to assess situations from the viewpoint of various State Workforce Agencies (SWAs) and the Department of Labor (DOL), anticipating their interpretations and decision-making processes
- Solid understanding of Standard Occupational Classification Codes (SOC Codes,) the Occupational Information Network (O*Net,) and the North American Industry Classification System (NAICS)
- Ability to understand and clearly explain to clients the applicable government fees associated with the H-2A program, including those from the Department of Labor and the Department of Homeland Security, as well as the fee structure of USA FARM LABOR
- Manage the pre-submission and submission of client database applications
- Cultivate and foster long-term client relationships and ensure customer success through proactive communication, dedicated support, and customized solutions
- Monitor the USA FARM LABOR database for new/existing application submissions each morning and throughout each day
- Provide client support with the USA FARM LABOR database and application process
- Communicate and clarify State Workforce Agency (SWA) and Department of Labor (DOL) processing timelines to clients, ensuring that start and end dates align with the seasonal requirements of their operations
- Communicate and clarify practices for standard submissions and Emergency Filing submissions
- Carefully review each submitted application for completeness and accuracy, utilizing the USA FARM LABOR database and previous client records, if applicable
- Proactively initiate outbound phone calls and emails to clients both before and after they submit applications to the USA FARM LABOR database
- Make any necessary changes to submitted USA FARM LABOR database applications, as needed
- Request, collect, and document signed client approval for all USA FARM LABOR database application modifications
- Request, collect, and document client Verifiable Instruments for Business Enterprises (VIBES), including proof of Workers' Compensation, IRS-issued Federal Employment Identification Numbers
- Manage and respond to client communications, including emails, phone calls, and voicemails
- Collect payment details from new clients and verify existing payment information for current clients
- Submit payment details to the Billing Department, when applicable
- Protect and manage billing and financial information in compliance with best practices and confidentiality standards
- Prepare, request, and save signed case documents required for submission to SWAs and DOL
- Generate client folders and subfolders in USA FARM LABOR’s shared computer system network (currently SecuriSync)
- Stay up-to-date with state-specific SWA regulations
- Generate and save Agricultural Clearance Orders ETA-790, ETA-9142A, and supporting documentation using data from client-approved USA FARM LABOR database applications
- Prepare, request, and save client Statements of Temporary Need, Justification Letters, Emergency Filing documents, seasonal date change explanations, and other required supporting documents in preparation for case submission to State Workforce Agencies (SWAs) and the Department of Labor (DOL)
- Develop and sustain strong, positive relationships with State Workforce Agencies (SWAs) and the Department of Labor (DOL)
- Submit client cases and supporting documentation to State Workforce Agencies (SWAs) and the Department of Labor (DOL)
- Save and respond to SWA and DOL Notices of Deficiency (NOD) and Notices of Required Modification (NRM,) when applicable
- Process SWA/DOL acceptance emails
- Conduct case inquiries to SWAs/DOL
- Process DOL Notices of Acceptance for Advertising
- Process, save, and submit DOL Initial Recruitment Reports
- Process, save, and submit SWA applicant referrals, when applicable
- Process and save DOL Final Recruitment Reports
- Process and save DOL Labor Certifications
- Process, save, and submit DOL Labor Certification Extension requests
- Save and refer DOL audits to USA FARM LABOR Worker Placement Coordinators
- Cross-training, as assigned
- Provide backup support to case managers, as assigned
- Maintain accurate case data and statistics to measure success, and provide training to new employees, as assigned
- Collaborate and communicate effectively with supervisor and all staff, fostering a positive and productive working environment at all times
Character Attributes:
- Values-Driven: Ability to embody and support the company’s culture, mission, vision, values, and business objectives in daily work and interactions.
- Attention to Detail: Meticulous and thorough in completing tasks, ensuring accuracy and precision in every aspect of the work
- Integrity: Honest, ethical, and consistently upholds strong moral principles
- Dependability: Reliable, responsible, punctual, and consistently fulfills obligations
- Collaboration: Pleasant to work with, demonstrating a cooperative attitude and adapting actions to others' needs
- Analytical Thinking: Effectively analyzes information and applies logic to resolve client issues and problems
- Adaptability/Flexibility: Open to change, receptive to constructive feedback, and able to handle high-stress situations calmly and effectively
- Initiative: Proactively takes on responsibilities and challenges, continuously seeking ways to improve
- Achievement/Effort: Sets challenging personal goals, persists in mastering tasks, and remains dedicated to problem-solving and completing tasks
- Self-Control: Maintains composure, manages emotions, and responds to difficult situations with patience and professionalism
- Selective Attention: Able to focus on tasks for extended periods without distractions.
- Empathy: Sensitive to others’ needs, demonstrating understanding, and offering helpful support in the workplace.
Job Qualifications and Skills Sets
- Proven daily alignment with the company’s mission, vision, values, and objectives
- Excellent punctuality, attendance, and dependability
- This role requires a consistent demonstration of professionalism in all interactions, decisions, and responsibilities.
- Two or more excellent references from previous employer(s) in a customer service-related field
- Possible occasional company travel
- May require occasional remote work, as assigned and authorized by SV only (all remote hours must be pre-authorized by SV)
- May require occasional overtime work hours (OT,) as assigned and authorized by SV only (all overtime hours must be pre-authorized by SV)
- Strong passion for and commitment to the agricultural industry
- Customer Service: At least three years of proven customer service experience, demonstrating the ability to effectively address client needs, resolve issues, and deliver exceptional support in a timely and professional manner.
- Reading Comprehension: Ability to understand and interpret written content in work-related documents, including labor laws, OSHA regulations, and H-2A guidelines
- English Language: Proficient in the structure and content of the English language, including vocabulary, spelling, and the rules of grammar and composition.
- Active Listening: Fully engages with speakers, thoughtfully processes information, asks relevant questions, and refrains from interrupting at inappropriate times
- Critical Thinking: Applies logic and reasoning to assess the strengths and weaknesses of various solutions, conclusions, or approaches to problems
- Writing: Communicates effectively through clear and concise written communication
- Computer Literacy: At least three years of experience and proficiency in using computer systems, business database software, and government software, to accomplish tasks efficiently
- Active Learning: Recognizes the impact of new information on current and future decision-making and problem-solving processes
- Speaking/Articulation: Effectively conveys information through verbal communication, ensuring clarity and understanding
- Time Management: Efficiently manages personal time and coordinates the time of others to meet deadlines and priorities
- Specific Knowledge: Familiarity with labor laws and H-2A regulations is highly desirable
- Education:
- High School Diploma
- Bachelor’s Degree or higher is preferred
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Health insurance
- Paid time off
Experience:
- Customer Service: 3 years (Preferred)
Ability to Commute:
- Waynesville, NC 28786 (Required)
Work Location: In person
