Administrative Assistant I CBEST

Salary: $21.75 $29.69 Per Hour

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 Countys effort to address and combat homelessness in the communities residing within the boundaries of the Countys eight Service Planning Areas (SPAs).

The Countywide 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) Social Security Disability Insurance (SSDI) or Cash Assistance Program for Immigrants (CAPI).

POSITION OVERVIEW

The Administrative Assistant I (also referred to as position) supports program operations by analyzing problems making recommendations to solve problems and making process decisions based on the analysis of existing data and procedures. The position manages and processes incoming and outgoing correspondence and calls processes quantitative information through data entry and analysis and liaises with Department of Public Social Services (DPSS) to triage incoming referrals. 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 offsite HFH related meetings conferences etc. as applicable. Duties and responsibilities include but are not limited to the following:

• Collects analyzes and interprets program data.
• Analyzes and makes recommendations based on research and data collected to solve problems and make programmatic decisions.
• Works directly with HFH/CBEST management staff to collect and manage program and participant information including data entry tracking and operations within the HFH database Comprehensive Health and Accompaniment Management Platform (CHAMP).
• As needed assists with screening mail to determine necessary responses and actions based on priorities and timesensitivity sorting and uploading of mail received from the Social Security Administration and other county and federal agencies to appropriate staff for followup.
• 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 (i.e. CHAMP Clarity/HMIS CalSAWS etc. spreadsheets systems etc.; prepares and/or assists in the preparation of HFH reports spreadsheets documents literature material forms etc.
• Reviews and processes CHAMP referrals to complete functions of the CBEST program.
• Triages and manages incoming call to address general inquiries
• 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 Teams 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)

• Outreach and Referral Team
  • Receives training and guidance on the CBEST referral process from management.
  • Supports the management team in the triaging and data tracking of incoming CBEST referrals.
  • Works with outreach team to identify and provide client level status updates on the progression of cases to referral partners as needed.
  • Contacts Department of Public Social Services (DPSS) clients for scheduled DPSS appointments and complete CBEST referrals via phone or in person.
  • Processes CBEST exit referrals as needed.
  • Manages and triages the CBEST hotline.
  • Reviews program exit referrals for appropriateness and completes program exits.

• Applications and Appeals Team
  • Receives training and guidance on the application and appeals processes for Supplemental Security Income (SSI) Social Security Disability Insurance (SSDI) and Cash Assistance Program for Immigrants (CAPI).
  • Receives training and guidance on the scope of CBEST legal services.
  • Reviews sorts uploads and documents incoming mail to applicable databases and platforms
  • Sends outgoing mail to clients and community partners
  • Enters applications and appeals data in appropriate HFH and CBEST databases as directed.
  • Reviews and completes program exits for internal and external CBEST staff
  • Collaborates with CBEST staff to identify data discrepancies ensuring data is entered into applicable databases timely and accurately in alignment with CBEST protocols.
  • Supports management by compiling notes from meetings between CBEST teams and legal service providers 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 selfdirected 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 jobrelated 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 Teams 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.

EEOC STATEMENT
It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants without regard to age 40 and over) national origin or ancestry race color religion sex gender sexual orientation pregnancy or perceived pregnancy reproductive health decision making physical or mental disability medical condition (including cancer or a record or history of cancer) AIDS or HIV genetic information or characteristics veteran status or military service.