Job Abstract

Salary: $21.11 - $30.44 Per Hour

BACKGROUND

The Los Angeles County Department of Health Services (DHS) is the second largest municipal health care system in the USA. DHS is an integrated health care system, operating 26 health care centers, 4 acute care hospitals, a range of community programs, and providing health care to people in LA County’s juvenile justice and jail systems. Across the network of DHS’ directly operated clinical sites, and through partnerships with community-based clinics and programs, DHS cares for approximately 800,000 unique individuals each year, employs over 22,000 staff members, and operates an annual budget of $5 billion.

Housing for Health (HFH) is a program office within DHS Community Programs. HFH was created in 2013 to address the unique needs and challenges faced by vulnerable people experiencing homelessness to flexibly fund support in obtaining and maintaining housing with dignity. HFH is a key stakeholder and supporter of the Los Angeles County Homeless Initiative recommendations to address and combat homelessness in all communities across Los Angeles County. The HFH Permanent Supportive Housing Team works in partnership with contracted agencies to permanently house people and provide non-time limited services to housed and unhoused individuals who are experiencing or are at risk of experiencing homelessness. Our organization follows a hybrid work structure where employees work both remotely and from the office, as needed.

POSITION SUMMARY

Staff Assistant Is in the DHS HFH Permanent Supportive Housing Team are responsible for providing an array of general administrative/technical assistance and highly specialized clerical duties, tasks, and functions for the PI Team, as well as to HFH executive leadership, management, and/or personal, as required. The position shall function in a support capacity performing duties that are limited in scope and difficulty in which specific guidelines and/or instructions should be followed/applied. The position may require occasional travel to all Los Angeles County SPAs to attend various meetings with HFH community/contracted agencies and/or to attend/participate at off-site HFH related meetings, conferences, etc., as applicable.

The Staff Assistant I for this employment opportunity will be assigned to the following unit within the HFH Permanent Supportive Housing Team: Performance Improvement. The Performance Improvement (PI) Team is responsible for supporting quality assurance, data monitoring, technical assistance provision for improved services and documentation, and fiscal management. Key activities under the PI Team include, but are not limited to tracking contractor documentation, analyzing data sets, developing visual aids, providing technical assistance, piloting new approaches, data reconciliation projects, developing data reports, issuing formal notifications, joining meetings as subject matter experts, screening Medi-Cal eligibility, and managing program expenditures.

The candidate selected for this position will work within the PI Team to support data entry and tracking for CalAIM Community Supports authorizations, and other connected data and communication involved in this body of work within the PSH ICMS program.

ESSENTIAL FUNCTIONS

• Performs skilled clerical and typing duties requiring a working knowledge of clerical functions involved and the use of initiative.
• Works directly with HFH management staff to fulfill an array of administrative task that include data entry and tracking, participant follow-up, and operations within the HFH database, Comprehensive Health, and Accompaniment Management Platform (CHAMP).
• Processing, editing, and creating/developing an array of various documents (e.g., Excel and Word documents, etc.).
• Screens in-person inquiries and telephone calls; furnishes requested information, refers inquiries, calls, and emails to others better qualified to assist, and personally takes care of inquiries and calls which do not require the attention of HFH management.
• Makes appointments and arranges conferences, trainings, and meetings for HFH personnel as applicable; coordinates and schedules applicable internal and external personnel (e.g., HFH personnel and/or HFH community/contractor agencies) with respect to HFH trainings, meetings, events; maintains training calendars, vacation calendars, etc., as needed.
• Prepares and photocopies meeting materials, agendas, handouts, training materials, presentations, etc.; prepares and distributes internal and external notices, bulletins, letters, and memoranda as applicable; develops and maintains office files specific to supply requests, time off requests, personnel files, trainings.
• Attends meetings, as needed with HFH personnel, takes notes, prepares meeting minutes, action items.
• May prepare and/or assist in the preparation of reports, spreadsheets, documents, literature, material, forms, etc.; may search records and files for data in which a required and/or sampling of information, data, is needed in selecting or abstracting material, documents, participant information, etc.
• May assist in the collection, analysis, and or interpretation of data, as needed.
• May have inadvertent access to confidential HFH program participant data.
• Performs other clerical, general administrative/technical assistance duties, as needed.
• Other duties as assigned.

DESIRABLE QUALIFICATIONS

1 year experience in a highly responsible secretarial capacity or a supervisory clerical capacity

Highly desired skills include:

• Analytical mind with a business acumen
• Excellent communication skills
• Problem-solving aptitude
• Attention to detail
• Time management
• Receptive to feedback
• Empathy

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 essential functions.
• Successful clearing through the Live Scan and the Health Clearance process with the County of Los Angeles.

Other Skills, Knowledge, and Abilities

• Proficiency in using an array of Microsoft Office Suite software programs such as Excel, PowerPoint, Word, Access, One Note, Outlook, SharePoint, Teams, etc.
• Ability to multi-task and set workload priorities for time sensitive projects/tasks.
• Ability to make recommendations to improve processes, policies, etc.
• Ability to communicate with all levels of personnel, e.g., written, verbal, in a professional and concise/clear manner.
• Ability to work collaboratively within a project team and/or independently.
• Ability to work in a diverse environment and with diverse individuals.
• Ability to be flexible in meeting changing tasks and timelines in a fast-paced work environment.
• Must be dependable and reliable.

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, Travel to from HFH Headquarters and Shelters, when warranted.

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.