Program Assistant Housing

Program Assistant

PROGRAM: Inland Empire – Housing Services

REPORTS TO: Director of inland Empire Housing Services

HOURS: 40

CLASSIFICATION: Non-Exempt

SALARY: DOE

SUMMARY: The Program Assistant is a member of the Inland Empire Housing Services Team. This team includes three separate programs of permanent supportive housing, Homekey, and street outreach. These programs provide referrals, outreach and engagement, intake, rental subsidies, housing supportive services, and data/quality compliance to all members enrolled in Step Up’s housing programs. These programs are funded by HUD, City, County, and State. The permanent supportive housing program provides subsidies and supportive services to adults experiencing chronic homelessness and severe mental illness in San Bernardino County. The street outreach covers both San Bernardino and Riverside counties. Homekey are in Redlands and San Bernardino. The Housing Program Assistant plays an important role in supporting both office and program administrative functions. The Program Assistant will be responsible for organizing, coordinating, and monitoring all non-clinical operations under the direction of the Program Managers, and Directors. Frequent check requests, use of complex spreadsheets and attention to detail are essential skills in a potential candidate.

DUTIES: The following reflects essential functions for this job but does not restrict other tasks, which may be assigned:

Program Support

• Coordinate and/or provide receptionist services, triage calls, welcome clients, and visitors when receptionist is unavailable or needs coverage.
• Prepare letters, memos, reports, etc. as requested.
• Prepare notices to be mailed, filing, and making copies.
• Coordinate with the Receptionist on maintaining office equipment, keys and parking access and log for staff, etc. and Ensure office orders and supplies including bus cards, food cards, etc. are tracked.
• Create check requests for all orders and client supportive items and track.
• Research, and establish rent reasonableness of unit post housing selection by finding area rent comparable.
• Complete HMIS Annual Recertifications.
• Support the coordination of teams’ vehicle master calendar and other administrative paperwork due monthly and submit to PM or A&S as instructed (Scan documents; generate reports as needed, obtain client signatures during office visits as needed.). Support with file reviews and overall program compliance measures. Track requisitions through intacct.
• Provide Program administrative support for all record keeping. Provide support for the teams in a general capacity. (e.g. keys, clickers, gift cards, welcome home kits, etc.)
• Participate in all team meetings and training to gain knowledge.

Documentation and Data Collection

• Complete and become proficient in organizational Electronic Health Record systems to include Welligent, HMIS and Clarity systems to ensure documentation is accurate and in compliance with regulatory requirements and accreditation standards.
• Data entry of services and financial assessments in Homeless Management Information Systems (HMIS).
• Ensure the privacy and security of the PHI as outlined in Step Up’s policies and procedures relating to HIPAA complaints including attending annual compliance training.
• Review all invoices for appropriate documentation and gain approval signatures prior to payment.
• Complete and record all client expenses, check requests, rental assistance, financial assistance, etc.
• Update and maintain records for members, including income verification, collect service plans, recertification, progress notes, incident reports, and all other records and reports mandated by program funding sources, in both paper and electronic versions.
• Monitor all spreadsheets for accuracy and update as needed.
• Any other duties as required to ensure documentation and records are kept updated.
• Assist QA Specialist during ongoing monitoring and auditing, as needed.

Team Engagement and Support

• Model the highest ethical behavior in relationship with co-workers, supervisor, members, provider, and colleagues in the community.
• Build and maintain a positive working relationship with other providers including by not limited to communication via in-person, over the phone, and through digital means, such as email and fax.
• Model commitment to continuous quality improvement by engaging in quality improvement initiatives and projects such as by identifying and assessing gaps and by identifying, developing, and testing new practices for improving the outcomes of all SU programs.
• Participate in staff meetings, trainings committee meetings and other activities as needed or directly by the APM, PM, or Director.
• Any other duties as required to ensure housing program operations are successful.

Skills: Must have a welcoming personality and the ability to make contacts and establish relationships with teammates as well as community partners both on the phone and in person. Knowledgeable and skilled in Evidenced based communication such as Motivational Interviewing or similar empathy-based communication strategies. Understanding of and sensitivity to mental health conditions and addictive disorders. Understanding of and sensitivity to multi- cultural communities. Awareness of the impact of unmitigated bias, and judgement on health; a commitment to addressing both. Understanding of, and a commitment to, high preforming team practices. Should exemplify strong organizational skills, initiative, and be precise with attention to details and workflow processes, excellent computer data entry skills and familiarity with Microsoft Office programs (Word, Outlook, Excel, etc.) required.

Qualifications: AA degree or equivalent. Administrative Experience, Medical Assistant Certification, associate, or bachelor’s degree from an accredited institution preferred. Familiarity with people experiencing homelessness and mental health preferred. Must have a valid California driver license, clean driving record and insurance.

SUPPLEMENTAL INFORMATION: Work with people experiencing homelessness whether on the streets, in shelters or other places of habitation or services, may present inherent challenges and difficulties such as: exposure to bed bugs or other infestations, unpleasant smells or odors, individuals who may have poor hygiene or unclean homes due to homelessness, mental health symptoms, or poverty. Additionally, in working with our members, employees may encounter instances of profanity, sexually explicit or derogatory language, or verbal or physical expressions of anger and trauma. Very rarely do these situations ever escalate to physical contact, and negative or derogatory communication patterns can often be negotiated successfully. All direct care staff are provided adequate training to develop skills to deescalate crisis situations that may arise and Step Up has established procedural safeguards for all employees to mitigate (but not eliminate) these inherent risks of employment.

Please Note: This position is part of the Service Employees International Union (SEIU721) Bargaining Unit

PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; handle or feel; reach with hands and arms; talk; and hear. The employee is frequently required to walk, balance, stoop, kneel, and/or crouch. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Keyboard data entry required.

Step Up utilizes the principles of trauma-informed care and mental health recovery. These principles inform our Core Values of Hope, Wellness, Voice and Choice, Respect, and Collaborative Relationships. As representatives of Step Up, employees agree to adhere to these values in their interactions with members, colleagues, supervisors, and associated community members.

STEP UP CORE VALUES

HOPE – We believe all people have the capacity for positive growth and change. We use hope to inspire and motivate ourselves, our members, our colleagues, and our community.

WELLNESS – We believe in promoting a culture that supports healthy and fulfilling lives. We use a supportive environment to foster well-being for ourselves, our members, our colleagues, and our community.

VOICE AND CHOICE – We believe in the right to choose and be heard. We use voice and choice to create meaningful outcomes and empowerment for ourselves, our members, our colleagues, and our community.

RESPECT – We believe in promoting interactions that are non-judgmental and transparent. We use respect to guide all of our words and actions with ourselves, our members, our colleagues, and our community.

COLLABORATIVE RELATIONSHIPS – We believe in forming partnerships to share resources, knowledge, and experiences. We use collaborative relationships to strengthen accomplishments for ourselves, our members, our colleagues, and our community.

Step Up is committed to providing quality services that adhere to the highest ethical standards and principles. All Step Up employees agree to adhere to the ethical policies and codes of conduct, as outlined in the Employee Handbook and those specified for this grant.

I can perform the functions of this job as described with or without reasonable accommodation.

Employee Name (Print):___________________________________________

Employee Signature: ___________________________________________

Date:_________________________________

Step Up provides equal employment opportunities without regard to age, ancestry, color, creed, mental or physical disability, marital status, medical condition, national origin, race, religion, sex, sexual orientation, veteran status, or any other consideration made unlawful by federal, state, or local laws.

STEP UP IS AN EQUAL OPPORTUNITY EMPLOYER