Administrative Associate/Homeless Programs UNCLASSIFIED

NOTE: THIS RECRUITMENT IS FOR ONE SALARIED UNCLASSIFIED, NON-CIVIL SERVICE, FULL TIME POSITION FOR THE CITY’S HOMELESS PROGRAMS SECTION.  THE POSITION IS BEING FUNDED BY MEASURE H, HEAP, HHAP, CESH AND COC HMIS GRANTS.

Under the supervision of the Community Services Manager, this classification is responsible for coordination of homeless Continuum of Care programs, implementation of the Homeless Management Information System (HMIS) and coordination of the Coordinated Entry (CE) System, assisting with the Glendale Continuum of Care Board of Directors committee, HMIS Committee and outreach services in the community.

Essential functions of the job include, but are not limited to, the following:
Compiles, analyzes and interprets statistical and financial data for operational or administrative programs and projects.

Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports; makes arithmetic and statistical calculations.

Conducts program related training or counseling sessions for the public or other employees.
Inputs data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications.

Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.

Evaluates community needs by working with citizen groups and acting as liaison between division and community.

Tracks budget expenditures and assists in preparation and monitoring of division budget.

May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.

Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.

Composes and drafts correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; independently responds to correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.

Attends meetings and takes minutes.

Assists in the planning, developing and implementation of departmental programs and procedures, directing and/or participating in conducting studies to evaluate existing and proposed programs, procedures and policies, and directing and/or participating in the department’s liaison activities.

Establishes and maintains a variety of filing and tracking systems.

Takes policy, service and information requests relating to governmental activities and refers to proper departments for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers.

Works closely with a network of local non-profit organizations that are sub-contracted to implement homeless programs such as street outreach, intake, case management, emergency housing, transitional housing, rapid re housing, permanent supportive housing, mental health and substance abuse counseling, and domestic violence interventions.

Interacts with the Department of Housing and Urban Development (HUD).  Performs contract compliance for HUD, and monitors and prepares homeless program related correspondence to HUD, such as substantial project budget amendments.

Assists with Draw Downs from HUD and prepares the Draw detail worksheets for all homeless programs.

Develops and monitors financial management systems, including invoices for reimbursement of funds submitted by service providers and certifying back-up documentation.

Performs program and financial monitoring of service providers, and provides technical assistance to ensure compliance with Federal rules and regulations.

Implements all aspects of the Federal Homeless Continuum of Care Rental Assistance Program permanent supportive housing voucher program and HMIS System.

Implements all aspects of the HMIS related training and system set up for Emergency Solutions Grant (ESG), ESG –CV, Homeless Emergency Aid Program (HEAP), Measure H, California Emergency Solutions and Housing (CESH) Program.

Reviews client eligibility application packets for Continuum of Care Rental Assistance Program, Rapid Re-Housing vouchers, and other services to make a determination for acceptance into programs.

Reviews, researches and analyzes documents to determine eligibility of persons for homeless programs.

Assists in the development and design of new homeless projects and programs based on the needs of the community.

Researches and analyzes applicability of Federal homeless program rules and regulations regarding eligibility, documentation and reporting.

Assists in developing and modifying homeless program policies and procedures.

Analyzes program and project budgets, monitors expenditures and assists in the preparation of the program budgets.

Analyzes and makes recommendations regarding funding proposals submitted by non-profit organizations to the City, and analyzes and assists in preparing the City’s Homeless Continuum of Care annual comprehensive grant application to HUD, Annual Homeless Count and the Housing Inventory Count.

Assists in the development of the Request for Proposals (RFP’s) for the award of City administered Federal homeless funds to other City Departments and community organizations.

Plans, organizes, prepares materials and makes presentations at public meetings.

Assists in negotiating and preparing contracts between the City and homeless service providers.

Evaluates and negotiates with non-profit organizations regarding HUD mandated and locally mandated outcomes and performance measures.

Plans and coordinates homeless programs and projects with other Divisions and/or Departments.

Serves as Department liaison with other City departments or outside agencies requiring information regarding homeless program requirements, guidelines, or clients.

Drives on City business.

Ensures Department services are provided with the exceptional customer service and the highest level of ethical standards.

Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner.

Performs other related duties as assigned or as the situation requires.

Knowledge, Skills & Abilities
Knowledge of:
Applicable, federal, state and local ordinances, codes, laws, mandates, etc.
Basic mathematical operations such as addition, subtraction, multiplication, and division.
Bitfocus Clarity Homeless Management Information System
Budgetary processes and procedures.
California laws and local ordinances pertaining to tenant-landlord relations.
English grammar usage, spelling, punctuation, and business vocabulary.
Federal homeless program rules and regulations.
Government grant writing and administration.
Internal departmental policies and procedures.
Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal or on-line computer.
Performance and outcome measurement methods.
Principles and practices of case and contract management.
Record keeping, report preparation, filing methods and records management techniques.
Social service programs, including homeless services.

Knowledge of and skill in:
Exceptional customer service practices.

Skill in:
Analyzing and resolving office administrative situations and problems, regulations, rules and policies.
Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.
Conducting detailed and thorough research.
Dealing effectively with persons of various social, cultural, economic and education backgrounds, using tact and discretion.
Effective dispute and conflict resolution techniques.
Effective oral and written communications, both on a one-on-one and a group basis.
Making independent judgments and decisions based on standard policy or procedure.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Preparing clear and concise reports, correspondence and other written materials.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Using tact, discretion, initiative and independent judgment within established guidelines.
Utilizing standard word processing and spreadsheet software.
Various programs and applications, including Microsoft Office, Elite, Homeless Management Information System  (HMIS) and ESNAPs, SAGE.

Ability to:
Adapt to fluctuations in funding and staff resources.
Affectively train others.
Analyze automation needs.
Conduct research and analyze data.
Coordinate groups of people and/or resources effectively.
Develop and refine program policies, procedures and materials.
Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Develop, administer, and manage a budget.
Effectively communicate with the City Departments, outside government agencies, community organizations, and the public.
Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Establish smooth working relationships and resolve interpersonal conflicts.
Exercise good judgment and discretion in problem situations.
Foster a teamwork environment.
Handle confidential information with discretion.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
Lead, coach, instruct and motivate employees.
Maintain accuracy while performing  a high volume of very detailed, repetitious work under strict deadline pressures.
Make formal presentations and speak to large groups.
Make routine organizational and procedural studies and to prepare and present comprehensive reports.
Model and practice the highest standards of ethical conduct.
Organize work, set priorities, and meet critical deadlines.
Prepare analytical and financial reports using a personal computer and word processing software.
Present a courteous, professional public image to the citizens of Glendale.
Prioritize workload and adapt to frequently changing deadlines in a fast paced environment.
Provide exceptional customer service to those utilizing the Community Services and Parks Department services.
Read and interpret documents such as operation and maintenance instructions, procedure manuals
Read, write, communicate effectively, and comprehend directions in English.
Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
Utilize a variety of Microsoft Office software programs, including Word, Excel, Outlook, and PowerPoint.
Word process general correspondence and reports.
Work effectively and collaboratively with multidisciplinary staff within the City and outside agencies in the Homeless Continuum of Care.

Other Characteristics
Willingness to:
Assume responsibility for maintaining a safe working environment.
Bilingual abilities spoken in the community is desirable.
Work the necessary hours and times to accomplish goals, objectives and required tasks.

Education/Experience
Bachelor Degree and no experience; or three years’ experience as an Administrative Assistant with the City of Glendale and an Associate Degree.

A Bachelor’s Degree in Public Administration, Business Administration, Planning, or Social Sciences is highly desirable.

Recent experience in the administration of federal Continuum of Care homeless programs, human services, HMIS, social services or a closely related special needs program is highly desirable.

License(s)/Certification(s)
Valid Class C California driver’s license.

Note
An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.

The examination will consist of an evaluation and an oral, with the evaluation as a qualifying step and the oral weighing 100%. All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process. Due to the high number of applications anticipated, the City of Glendale cannot guarantee that all individuals filing applications for this position will be called for an interview. Any evaluation will be based on the candidate’s education and experience as related to the position.  Any examination will be to evaluate the candidate’s education, experience, knowledge and skills for the position.  The City of Glendale reserves the right to modify the above stated examination components and/or weights.  Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities.  The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract.  In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.