Administrative Assistant II, CBEST - Admin Team

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.

POSITION OVERVIEW

The Administrative Assistant II position (also referred to as position ) is a mid-level administrative analyst position in which the position is assigned to CBEST’s Administration Team and / or other teams within CBEST as needed.

CBEST’s Administration Team is responsible for an array of administrative functions / duties, e.g., contract management, contract compliance / monitoring, finance / invoicing, budget and operational functions, and / or other duties as needed in which such duties provide vital support to the overall goals and objects of the CBEST program.

The position typically reports to the Associate Director, Section Lead, and / or Director as needed. 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.

EXAMPLE OF DUTIES

Functions of the position include, but is not limited to the following :

• Analyzes, makes recommendations, develops / prepares, revises, and / or maintains various MS Excel or Word reports, templates, trackers, databases, spreadsheets;
• Analyzes, reviews, and makes recommendations for payment as it pertains to contractor invoices; reviews / analyzes invoices for accuracy against billing matrixes;

processes contract invoices, including supplementals and / or credit memos for appropriateness of billings as well as their related support documentation (e.

• g., general ledgers, receipts, subcontractor billings, etc.); inputs and makes revisions into applicable billing / accounting matrixes;
• Analyzes, makes recommendations, develops / prepares, and / or revises contract monitoring criteria / standards and ratings, contract monitoring tools, guidelines, contractor / internal / external correspondence;
• may assist in conducting annual, biannual, and quarterly monitoring of all contracted services;
• Analyzes, develops / prepares, maintains, and / or revises staffing item controls; onboards new staff through pre-employment hiring activities;
• requests new access / terminations to County systems, e.g., CALSAWs, CHAMP, DHS online intranet system, etc.; maintains e-calendars;
• schedules meetings; takes meeting notes as applicable, etc.;
• May lead or assist with special project and / or tasks;
• Establishes and maintains collaborative contractor and internal relations and communications;
• 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.; and
• Performs other duties, special assignments, and / or projects as needed / directed.

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 or personnel -OR- One year of experience analyzing and making recommendations for the solution of problems of organization, administration, budget, 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 -and- Successful clearance of a live scan and / or health clearance with the County of Los Angeles.

DESIRABLE JOB QUALIFICATIONS

JOB QUALIFICATIONS

• Experience, within the last two (2) years, in one (1) or more of the following areas and / or skill sets : Understanding, interpreting, and working with contract documents, budgets, scopes of work, amendments, etc.
• Development of contract budget summaries, contract invoice templates, and / or contract expenditure reports.Reviewing, processing, and approving cost reimbursement and / or fee-for-service based invoices;

working knowledge of basic accounting practices.Development of contract monitoring tools; monitoring and / or auditing (desk reviews and / or 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.Requesting, managing, and / or terminating user account access with such County systems such as CALSAWs and / or CHAMP.

Updating and / or managing personnel position / item controls and related trackers, spreadsheets, etc.Onboarding, navigating, and / or processing new hires through applicable pre-employment requirements, e.

g., online applications, fingerprint / livescan, health clearance, etc.Requesting, managing, and / or terminating user access with such DHS systemsDeveloping fillable PDF documents, combining different documents (e.

g., MS Word, Excel, etc.) into a single PDF document, etc.Frequent and heavy use of an array of software, programs, and technologies, which include but is not limited to the following : Word, Excel, PowerPoint, Adobe Reader, Teams, One Note, Outlook, Publisher, Adobe Pro, Google Docs, and / or OneDrive Cloud.

Experience in developing MS Excel spreadsheets with complex formulas and functionalities.Ability to multitask within a fast and changing environment associated with competing and time sensitive due dates and / or timelines.

Ability to work effectively in a remote work environment (e.g., teleworking) and hybrid work environment (e.g., telework and reporting to job site / office).

• 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.

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.

Heluna Health is an Affirmative Action,