Administrative Associate / Homeless Management Information System (Hmis)

Under the supervision of the Homeless Programs Manager, this classification is responsible for coordination of homeless Continuum of Care programs and the Coordinated Entry System (CES), implementation of the Homeless Management Information System (HMIS). HMIS is a web-based continuum-wide computerized data collection system for agencies providing homeless services.
Essential functions of the job include, but are not limited to, the following:
Ensures the Department services are provided with the highest customer service and ethical standards.
Analyzes and installs system and security requirements for participating Continuum of Care (CoC) agencies.
Analyzes and interprets current Department of Housing and Urban Development (HUD) HMIS data elements and requirements.
Analyzes the HMIS use and performs in-depth data validation on data from assigned participating organizations.
Coordinates report submissions for IDIS system and Sage Reporting System.
Coordinates and submits the System Performance Measure Report.
Coordinates the project implementation team consisting of City and HMIS vendor personnel assigned to the project.
Coordinates the submission of the Longitudinal Systems Analysis (LSA) report.
Develops and maintains queries, reports, and data feeds for internal and external users and develops procedures for regular data cleaning and other quality control processes.
Ensures the Continuum of Care program agencies comply with HMIS requirements.
Identifies, analyzes, and interprets trends in complex data sets.
Manages Clarity Bitfocus HMIS system.
Monitors contract compliance, program performance and outcomes for HMIS projects.
Participates in meetings and business and data analysis activities with cross-functional teams to gather required reporting and dashboard requirements. Participates in community coalitions and coordinating councils.
Performs Contract Management and HMIS project set up for CoC ESG, HHAP, CESH and Measure H Homeless Programs.
Plans and facilitates on-going HMIS training for users in individual and group settings. Works with the Collaborative in developing regional data elements, policies and procedures
Serves as point of contact between HMIS affiliated agencies, the Collaborative and the HMIS software vendor.
Provides technical support to HMIS participating organizations to ensure that data entered to HMIS is complete, accurate, and entered in a timely manner to meet reporting deadlines.
Provides feedback to the leadership team regarding changes or modifications to enhance the HMIS and technical assistance and cross training to other team members.
Provides administration of implemented software, such as agency and user account set-up, system monitoring and testing, problem diagnosis and resolution routine software and information maintenance.
Prepares the submission of Annual Progress Report for all HMIS projects.
Compiles, analyzes and interprets statistical and financial data for operational or administrative programs and projects.
Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports; makes arithmetic and statistical calculations.
Conducts program related training or counseling sessions for the public or other employees. Inputs data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications.
Prepares the Homeless Point-in-Time count Annual Report.
Prepares the Homeless Point-in-Time count Survey.
Composes and drafts correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions.
Takes policy, service and information requests relating to governmental activities and refers to proper departments for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers.
Interacts with the Department of Housing and Urban Development (HUD). Performs contract compliance for HUD, and monitors and prepares homeless program related correspondence to HUD, such as substantial project budget amendments.
Assists with Draw Downs from HUD and prepares the Draw detail worksheets for all homeless programs.
Develops and monitors financial management systems, including invoices for reimbursement of funds submitted by service providers and certifies back-up documentation.
Performs program and financial monitoring of service providers, and provides technical assistance to ensure compliance with Federal rules and regulations.
Implements all aspects of the HMIS related training and system set up for Emergency Solutions Grant (ESG), ESG –CV, Emergency Housing Voucher (EHV) Program, Measure H, Continuum of Care (CoC) Program and California Emergency Solutions and Housing (CESH) Program.
Reviews, researches and analyzes documents to determine eligibility of persons for homeless programs.
Assists in the development and design of new homeless projects and programs based on the needs of the community.
Researches and analyzes applicability of Federal homeless program rules and regulations regarding eligibility, documentation and reporting.
Assists in developing and modifying homeless program policies and procedures.
Analyzes program and project budgets, monitors expenditures and assists in the preparation of the program budgets.
Analyzes and makes recommendations regarding funding proposals submitted by non-profit organizations to the City, and analyzes and assists in preparing the City's Homeless Continuum of Care annual comprehensive grant application to HUD, Annual Homeless Count and the Housing Inventory Count.
Assists in the development of the Request for Proposals (RFP's) for the award of City administered Federal homeless funds to other City Departments and community organizations.
Plans, organizes, prepares materials and makes presentations at public meetings.
Assists in negotiating and preparing contracts between the City and homeless service providers.
Evaluates and negotiates with non-profit organizations regarding HUD mandated and locally mandated outcomes and performance measures.
Plans and coordinates homeless programs and projects with other Divisions and/or Departments.
Serves as Department liaison with other City departments or outside agencies requiring information regarding homeless program requirements, guidelines, or clients.
Assumes responsibility for ensuring the duties of the position are performed in a safe, efficient manner.
Drives on City business as needed.
Performs other related duties as assigned or as the situation requires.

Knowledge, Skills & Abilities
Knowledge of:
Applicable, federal, state and local ordinances, codes, laws, mandates, etc.
Basic mathematical operations such as addition, subtraction, multiplication, and division.
Bitfocus Clarity Homeless Management Information System
Budgetary processes and procedures.
California laws and local ordinances pertaining to tenant-landlord relations.
English grammar usage, spelling, punctuation, and business vocabulary.
Federal homeless program rules and regulations.
Government grant writing and administration.
Internal departmental policies and procedures.
Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal or on-line computer.
Performance and outcome measurement methods.
Principles and practices of case and contract management.
Record keeping, report preparation, filing methods and records management techniques.
Social service programs, including homeless services.

Knowledge of and skill in:
Exceptional customer service practices.

Skill in:
Analyzing and resolving office administrative situations and problems, regulations, rules and policies.
Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.
Conducting detailed and thorough research.
Dealing effectively with persons of various social, cultural, economic and education backgrounds, using tact and discretion.
Effective dispute and conflict resolution techniques.
Effective oral and written communications, both on a one-on-one and a group basis.
Making independent judgments and decisions based on standard policy or procedure.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Preparing clear and concise reports, correspondence and other written materials.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Using tact, discretion, initiative and independent judgment within established guidelines.
Utilizing standard word processing and spreadsheet software.
Various programs and applications, including Microsoft Office, Elite, Homeless Management Information System (HMIS) and ESNAPs, SAGE.

Ability to:
Provide exceptional customer service to those utilizing the Community Services and Parks Department services.
Adapt to fluctuations in funding and staff resources.
Effectively train others.
Analyze data.
Analyze automation needs.
Conduct research and analyze data.
Coordinate groups of people and/or resources effectively.
Design and implement work flow systems.
Develop and refine program policies, procedures and materials.
Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Develop, administer, and manage a budget.
Effectively communicate with the City Departments, outside government agencies, community organizations, and the public.
Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Establish smooth working relationships and resolve interpersonal conflicts.
Exercise good judgment and discretion in problem situations.
Foster a teamwork environment.
Handle confidential information with discretion.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
Lead, coach, instruct and motivate employees.
Maintain accuracy while performing a high volume of very detailed, repetitious work under strict deadline pressures.
Maintain a filing system.
Make formal presentations and speak to large groups.
Make routine organizational and procedural studies and to prepare and present comprehensive reports.
Model and practice the highest standards of ethical conduct.
Organize work, set priorities, and meet critical deadlines.
Prepare correspondence using a personal computer and word processing software.
Prepare analytical and financial reports using a personal computer and word processing software.
Present a courteous, professional public image to the citizens of Glendale.
Prioritize workload and adapt to frequently changing deadlines in a fast paced environment.
Read and interpret documents such as operation and maintenance instructions, procedure manuals
Read, write, communicate effectively, and comprehend directions in English.
Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
Utilize a variety of Microsoft Office software programs, including Word, Excel, Outlook, and PowerPoint.
Word process general correspondence and reports.
Work effectively and collaboratively with multidisciplinary staff within the City and outside agencies in the Homeless Continuum of Care.

Other Characteristics
Willingness to:
Assume responsibility for maintaining a safe working environment.
Work overtime as requested or required.

Exceptional Customer Service Policy
The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.
Please click on the link to read the Exceptional Customer Service Policy.

Note
An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.