Salary : $27.46 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 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.
CBEST’s Administration Team is responsible for all contract management, contract compliance, finance/invoicing, budget and operational functions of the CBEST program.
POSITION OVERVIEW
The Administrative Assistant II position (also referred to as “position”) mid-level administrative analyst position in which the position reports directly to the CBEST-Administration Team-Contract Compliance Unit (CCU) section supervisor and/or other HFH management/leadership personnel.
The CCU is responsible for all contract monitoring/auditing activities and tasks specific to program and services, invoicing and financial, and administrative and personnel contractual requirements as well as establishing and maintaining contract compliance and its related functions/activities.
The position may require travel to various locations within Los Angeles County to attend and/or participate in 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.
Functions of the position include, but is not limited to the following:
EXAMPLES OF DUTIES
Assists in the day-to-day CCU operations;
Conducts annual, biannual, and quarterly monitoring of all contracted services;
Develops and prepares contract monitoring criteria/standards and ratings;
Develops contract monitoring tools, guidelines; various tracking databases and spreadsheets, and contractor/internal/external correspondence;
Maintains all CCU e-files;
Participates and leads in contract monitor audits, responds to requests from internal and external monitoring/auditing entities;
Develops, implements, and monitors contract corrective action plans;
Develops, establishes, and maintains various reports, e.g., Status Of Contract Monitoring Reports (SCMRS);
Conducts specialized invoicing, program and services, and administrative and personnel forensic audits as needed/requested;
Implements and oversees contractor disciplinary actions and corrective actions;
Establishes and maintains collaborative contractor relations and communications;
Maintains, requests, and terminates CHAMP Accounts;
Develops and/provides contractor and/or staff trainings and presentations;
Liaises with internal partners, providers, stake holders, etc.;
Analyzes, evaluates, prepares, and makes recommendations regarding contract compliance of CBEST contractors;
Assumes responsibility, as assigned, for performing specialized duties related to the overall management of the Contract Compliance Unit (CCU) within CBEST;
Participates in the implementation of changes resulting from audits, and creates corrective action plans, procedural manuals, tools, and instructions;
Monitors, audits and evaluates services provided by the contractors;
Conducts desk review audits and/or on-site inspections of services provided by contractors;
Ensures that contractors’ staff are properly supervised and are performing required duties.
Investigates any potential problem areas and recommends resolutions;
Prepares and submits reports on contractor performance which include detailed descriptions of instances in which contract terms are violated and corrective action taken; and
Frequent and heavy use of an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, Teams, etc.; development of an array of MS WORD and Excel documents and spreadsheets; performs data entry and management tasks; schedules meetings, conferences, and/or monitoring appointments; attends meetings, as needed;
Performs other duties, special assignments, and/or projects as needed and/or directed.
JOB QUALIFICATIONS
Promotes interdisciplinary collaboration, fosters teamwork; has excellent boundaries and interpersonal skills.
Excellent organizational and communication 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.
Desirable Job Qualifications
Experience in monitoring and/or auditing (desk reviews and field audits) of public social service contracts that provide public assistance (e.g., housing, disability benefits, etc.) to vulnerable populations experiencing or at risk of being homeless.
Experience in developing and preparing an array of contract monitoring/auditing tools and reports, contractor discrepancy reports and/or corrective actions, excel spreadsheets with complex formulas, etc.
Ability to multitask within a fast and changing environment associated with competing and time sensitive due dates and/or timelines.
Experience in developing MS Excel spreadsheets with complex formulas and functionalities.
Experience in developing MS WORD documents that require specialized functions, e.g., automatic table of contents, headers, footers, images, tables, fillable functions/forms, etc.
Experience in developing MS PowerPoint presentation that include specialized functions such as audio, video, graphics, charts, tables, etc.
Experience understanding and interpreting contract documents, budgets, scopes of work, etc.
Experience in developing fillable PDF documents, combining different documents (e.g., MS Word, Excel, etc.) into a single PDF document, etc.
Ability to communicate effectively in writing, to prepare inspection reports, and document deficiencies.
EDUCATION/EXPERIENCE
Two years of experience in a staff capacity analyzing and making recommendations for the solution of problems of organization, systems and procedures, program, budget, contracts, or personnel -OR
– One year of experience at the level of Los Angeles County’s Class of Staff Assistant I, Administrative Assistant I, or Senior Departmental Personnel Assistant analyzing and making recommendations for the solution of problems of organization, administration, budget, contracts, or personnel.
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
Highly proficient skill set in using an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Adobe Reader, Teams, One Note, Outlook, Publisher, etc.
as well as Adobe Pro.
PHYSICAL DEMANDS
Stand Frequently
Walk Frequently
Sit Frequently
Handling / Fingering 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.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquire