Administrative Assistant I, Cbest

Salary: $21.75-$29.69 Per Hour

If hired for this position, you will be required to provide proof that you are fully vaccinated for COVID-19 prior to your start date, or have a valid religious or medical reason qualifying you for an exemption (that may or may not require accommodation).

PROGRAM SUMMARY

Housing for Health (HFH) is a program office within Health Services Administration, a division under the Los Angeles County Department of Health Services (DHS).  HFH was created and put into implementation in support of the Los Angeles County Homeless Initiative recommendations in response to and in support of the County’s effort to address and combat homelessness in the communities residing within the boundaries of the County’s eight Service Planning Areas (SPAs). 

The County-wide Benefits Entitlement Services Team (CBEST) is a program under DHS’ HFH and provides targeted benefit advocacy services to assist individuals, who are homeless or at risk of being homeless (e.g., individuals, families, children, Veterans, etc.) who have complex health and/or behavior health conditions, high utilizers of public services (e.g., Los Angeles County Departments of Mental Health, Public Social Services, Children and Family Services, Military and Veteran Affairs, Sheriff; Los Angeles  Homeless Services Authority (LAHSA), in obtaining sustainable income through government programs such as Supplemental Security Income (SSI), or Social Security Disability Insurance (SSDI), Cash Assistance Program for Immigrants (CAPI), and/or Veteran Disability benefits. 

POSITION OVERVIEW

The Administrative Assistant I (also referred to as “position”) will be responsible for providing an array of administrative, technical assistance, and highly specialized clerical duties, tasks, and functions to HFH executive leadership, management, and/or administrative personnel (also referred to as “HFH personnel”) as required.  The position shall perform tasks such as: entering data into HFH and CBEST-specific databases, maintaining and organizing files, and supporting management teams on assignments as requested. The position will work directly with HFH personnel to ensure that client level data obtained from CBEST team members such as Administrative Assistant IIs, Community Health Workers, and other staff are appropriately factored and tracked in relevant databases to allow for a variety of reports that can be created and retrieved on client progression through the CBEST program steps. The position will report to HFH personnel as applicable. The position may require travel to all Los Angeles County SPAs to attend various meetings with HFH personnel and/or HFH community/contracted agencies and/or attend/participate at off-site HFH related meetings, conferences, etc. as applicable.  Duties and responsibilities include, but are not limited to, the following:

•  Works directly with HFH/CBEST management staff to fulfill administrative tasks that include: data entry and tracking, client follow up, and operations within the HFH database, Comprehensive Health and Accompaniment Management Platform (CHAMP).
• Screens inquiries and telephone calls; furnishes requested information, refers inquiries, calls, and emails to relevant team(s), and personally takes care of inquiries and calls which do not require the attention of other HFH personnel.
• As needed, assists with screening, sorting, and uploading of mail received from the Social Security Administration and other partners.
• Coordinates between clients and HFH personnel to make appointments, communicate updates, and exchange documents.
• Gathers data for general information purposes or special reports, contacts other internal and external entities, personnel, etc. for additional material as necessary, and may prepare reports for HFH personnel as required.
• Attends meetings, as needed with HFH personnel, takes notes, prepares meeting minutes, action items, etc.
• Provides data entry/input, compilation, and data retrieval on various HFH databases, programs, spreadsheets, systems, etc.; prepares and/or assists in the preparation of HFH reports, spreadsheets, documents, literature, material, forms, etc.
• Provides support in reviewing and screening CHAMP client queues to refer for various needs and services, or to complete functions of the CBEST program.
• May search HFH records and files for data in which a required and/or sampling of information, data, etc. is needed in selecting or abstracting HFH material, documents, client information, etc.; may assist in the collection, analyzation, and or interpretation of HFH data as needed and guided by CBEST management staff.
• May assist in preparing data and other reports for internal and external team/partner needs under the supervision of management team staff; may assist in comparing or segregating HFH documents, data, and/or information accordingly where specialized knowledge of the function when more than a routine check for accuracy are involved.
• Frequent use of an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, etc.
• Adheres to federal, state, county, and city policies and guidelines and complies with accomplishing any assigned tasks on the job accordingly.
• Performs other duties as assigned by HFH personnel.

Additional Duties (Team Specific)

• Housing and Disability Advocacy Program (HDAP)
  • Collaborate with HDAP management staff to track available slots of HDAP beds.
  • Receive training and guidance on HDAP procedures and processes from management.
• Referral Team
  • Receive training and guidance on the CBEST referral process from management.
  • Support the management team in the triaging and data tracking of incoming CBEST referrals.
  • Work with outreach team to identify and provide client level status updates on the progression of cases to referral partners as needed
• Centralized Assessment Team
  • Receive training and guidance on the CBEST eligibility assessment and enrollment process from management.
  • Complete calls to clients regarding case management and case closures, and support management in the review and completion of client exits from CBEST.
  • Support with data tracking and updates to data in internal databases such as CHAMP and Access.
  • Support with eligibility screening calls to the Social Security Administration as needed.
  • As needed, provide support to CAT Team members with processing and addressing client referrals in referral queues.

• Applications Team
  • Receive training and guidance on the application process for Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI), and Cash Assistance Program for Immigrants (CAPI)
  • Review, sort, and upload mail to appropriate databases and platforms.
  • Support AAIIs and ASAs with completing due diligence to contact clients.
  • Track client assignments in CHAMP and enter data in appropriate HFH and CBEST databases as directed
  • Support management in the review and completion of client exits from CBEST
  • Collaborate with management on the compiling of reports
• Reconsideration & Appeals Team
  • Receive training and guidance on the scope of CBEST legal services from management.
  • Review, sort, and upload mail to appropriate databases and platforms.
  • Support AAIIs and ASA in scheduling appointments to file Requests for Reconsideration and Hearing.
  • Review and complete referrals for exit across Awarded and Unable to Contact clients.
  • Collaborate with Reconsideration and Appeals management team to compile reports on LSV referrals and outcomes as needed.
  • Attend and compile notes from meetings between CBEST management and LSVs as needed, documenting outstanding items for follow up and action

JOB QUALIFICATIONS

• Promotes interdisciplinary collaboration, fosters teamwork; has excellent boundaries and interpersonal skills.
• Excellent organizational skills, good at multitasking; works in a collaborative manner across the organization to achieve departmental and overall organizational goals.
• Ability to make thoughtful decisions and exercise sound judgment; be self-directed, assertive, resourceful and creative in problem solving.
• Ability to be a thoughtful listener and adept at capturing feedback; give and receive constructive criticism; use diplomacy in all aspects of the role.

Education/Experience

Graduation from an accredited college -OR- One year of experience as an Administrative Aid, Administrative Trainee, or Personnel Trainee.

Certificates/Licenses/Clearances

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related functions.
• Successful clearance of a Live Scan process with the County of Los Angeles.

Other Skills, Knowledge, and Abilities

• Proficient skill set in using an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, and Skype, etc.

PHYSICAL DEMANDS

Stand                                       Frequently

Walk                                        Frequently

Sit                                            Frequently

Handling                                  Occasionally

Reach Outward                       Occasionally

Reach Above Shoulder           Occasionally

Climb, Crawl, Kneel, Bend     Occasionally

Lift / Carry                               Occasionally - Up to 15 lbs.

Push/Pull                                 Occasionally - Up to 15 lbs.

See                                          Constantly

Taste/ Smell                            Not Applicable

Not Applicable          Not required for essential functions

Occasionally             (0 - 2 hrs/day)

Frequently                 (2 - 5 hrs/day)

Constantly                 (5+ hrs/day)

WORK ENVIRONMENT

General office setting, indoors temperature controlled.

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.