Administrative Assistant I, CBEST

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 (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 off-site 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 time-sensitivity, sorting, and uploading of mail received from the Social Security Administration and other county and federal agencies to appropriate staff for follow-up.
• 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 platformsSends outgoing mail to clients and community partnersEnters applications and appeals data in appropriate HFH and CBEST databases as directed.

Reviews and completes program exits for internal and external CBEST staffCollaborates 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 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.

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 job-related 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.

Heluna Health is an Affirmative Action,