POSITION: Program Assistant

PROGRAM/LOCATION: Coordinated Entry, Santa Rosa

SUPERVISOR: Coordinated Entry Director

HOURS: 9am-5:30pm flexible

JOB TYPE: Non-Exempt

JOB STATUS: Full-Time

COMPENSATION: $24.06/hour

Agency Summary

Established in 1980, with 40+ years of experience, HomeFirst is a leading provider of housing services; prevention, outreach, shelter, interim, and permanent housing programming for individuals who are housing insecure or unhoused in the Bay Area of California. We believe that everyone has the potential to get housed and stay housed. We relentlessly focus on eliminating barriers to housing and creating stability for everyone we serve.

HomeFirst Services serves more than 6,000 adults, veterans, families, and young adults each year at multiple locations from Santa Clara County, southern San Mateo County, and Sonoma County.

Services Include

Homelessness prevention
Emergency and cold-weather shelters
Comprehensive Veterans’ services
Rapid Re-Housing programs
Bridge Housing Communities
Emergency Interim Housing
Affordable permanent housing
Permanent Supportive Housing
Street-based outreach
Coordinated Entry System Operation

Benefits Of Joining The HomeFirst Team

Professional growth opportunities within the organization
100% medical coverage for employees with an opportunity to add dependents for a shared cost
401k match up to 4%
12 observed holidays
PTO accrual begins with 120 hours annually and increases with tenure
4 hours of Community Engagement PTO provided annually
Access to our Emergency Assistance Program (EAP) services
Pet insurance options available

Program And Position Summary

Coordinated Entry is a streamlined system designed to efficiently match people experiencing homelessness to available supportive housing programs. It prioritizes those who are most in need of assistance and provides crucial information that helps communities strategically allocate resources and identify gaps in service. Sonoma County’s Coordinated Entry (CE) system employs a Housing First model that prioritizes individuals and families facing the highest vulnerability and needs for permanent, supportive housing.

The Program Assistant will support the Coordinated Entry team with various administrative, clerical, and data related tasks to ensure efficient system operation. They will be accountable to contract data quality goals in a support role and timely task completion with a high attention to detail.

Duties/Responsibilities

Clerical and administrative support:

Support Data Administrator in reviewing Access Point agencies’ data entry for accuracy and compliance with confidentiality and various regulations
Run reports in the Homeless Management Information System (HMIS) database
- Support in the development and maintenance of internal tracking tools to monitor operations
- Support Data Administrator and CE Manager in communication to partner agencies regarding client activity and referral status in CES
- Support CE team in cross-comparing various Excel sheets and HMIS database to prepare housing referrals each week
- Support Data Administrator and CE Manager in screening participants’ potential referrals for eligibility
- Maintain CE communication lists and track status of partner agencies and staff
- In partnership with the CE team, develop CES Monthly Newsletter
- Take notes at meetings
- Complete HMIS and other database data entry
- Support in distributing CES flyers throughout county and other advertising efforts
- Plan CES events
- Respond to all messages in general phone line and email inbox
- Assist with implementing surveys with system participants
Manage physical files
Schedule meetings and book travel
Order office supplies

General

Support HomeFirst’s mission and vision in all day to day tasks
Engage in the consistent application of industry best practices in CES process
Maintain compliance with HUD, contract, agency and licensing requirements
Achieve identified system and position deliverables
Adhere to task completion deadlines
Provide effective system communications, ensuring clear and consistent messaging
Attend all job-related meetings, including staff meetings and agency-wide meetings
Represent the agency in public speaking events as requested
Participate in opportunities for learning and skill maintenance/development, including internal and external training and workshops
Assist with other duties assigned.

Qualities

The Coordinated Entry Program Assistant is detail-oriented, with the ability to review large numbers of records for accuracy and completeness.
The Coordinated Entry Program Assistant is highly organized in task management, record keeping, and communication and self-driven in time management.
The Coordinated Entry Program Assistant is collaborative and enjoys a team-oriented They are proactive about communicating system needs to the appropriate team-member.
The Coordinated Entry System Administrator is consistently dedicated to a system that prioritizes the most vulnerable of the homeless population.
HomeFirst is a diverse company in a diverse field, and the Coordinated Entry System Administrator desires to work with people from a variety of social and economic backgrounds.

Qualifications

Education and Experience:

People with lived experience encouraged to apply.
Bachelor of Arts in Social Work (BASW) degree or related human services field preferred, not required.
Bilingual in Spanish and bicultural preferred, not required.
Administrative experience
Experience in homeless services or related human services field preferred, not required

Skills, Abilities, And Knowledge

Strong written and oral communication skills
Proficient in Microsoft Office Suite, particularly Word, Outlook, and managing tables in Excel
Demonstrated ability to develop and maintain priorities and meet established deadlines

Other

Able to Stand/sit for extended periods, kneel, reach and bend related to the completion of duties;
Able to perform sedentary work;
Ability to use keyboard and read computer screens for extended periods
Able to lift and carry 35 lbs.
Valid CA driver’s license and insurance, and reliable vehicle to use on the job (mileage provided).

HomeFirst Services is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law. Additionally, HomeFirst Services participates in the E-Verify program, as required by law. HomeFirst

Services mandates that all employees be vaccinated or render a religious or medical exemption effective September 13, 2021.

HomeFirst Services is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please let your recruiter know.

HomeFirst

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