Program Manager I

27.22-34.02 DOE

Join our Team! We offer an excellent benefits package!
3 weeks vacation * 12 days sick leave * 13 holidays* medical * dental* vision* life insurance * LTD * AD&D * pension * 403b * catastrophic & accident ins *

Program Description:

The Housing and Essential Needs is a statewide program and Catholic Community Services has contracted with the Washington State Department of Commerce to implement and deliver the prevention services locally in Thurston County. DSHS clients enrolled in Housing and Essential Needs (HEN) or Aged, Blind or Disabled (ABD) are eligible to receive prevention funding to cover rental and /or utility expenses and rapid rehousing funding to help the most vulnerable houseless individuals obtain housing.

Position Description:

This position is responsible for supervising on-site staff and for managing the administrative processes for HEN as outlined the contract with Thurston County and CHG guidelines. This includes conducting and managing the day to day operations of the HEN program, including client intake and assessments, ensuring client eligibility prior to payments, data collection and entry, maintaining client records, distributing rental assistance payments to landlords, delivering timely and accurate reports to the Department of Commerce, Thurston County, and Program Director, entering/overseeing data entry into HMIS in a timely manner, completing housing inspections, maintaining client and program records, and reviewing all client files, maintains confidentiality of files and audits files. This position is in charge of implementing best practices outlined by CHG such as Progressive Engagement, Trauma Informed Care, etc. This position is in charge of ensuring that CHG guidelines are strictly followed by all staff and in all operations of the program. This position is in charge of coordinating with Coordinated Entry to ensure that the most vulnerable houseless individuals are served first. This position represents CCS at local meetings. This position works to improve client and program outcomes and works on Quality Improvement.

This position will supervise the additional HEN Pilot Program. This pilot program provides additional funding to allow rental payments to be made to those transitioning off of DSHS HEN benefits and on to Social Security benefits to make sure those individuals have funding and case management to obtain/maintain housing.

• GENERAL RESPONSIBILITIES:

A. Manage all aspects of the Thurston HEN program.

B. Have a complete understanding of all Consolidated Homeless Grant (CHG) guidelines governing HEN and use the guidelines to ensure overall compliance in all aspects of practice and operation of the program.

C. Supervise 9 staff at HEN and ensure that staff serve clients with competence and compassion.

D. Perform intake and assessments with HEN clients as needed.

E. Evaluate HMIS and program data to help improve program outcomes.

F. Coordinate with Family Support Center to assure potential clients are screened for vulnerability and placed in their priority pool and then selected from the priority pool as HEN funds are available.

G. Maintain well organized, up-to-date client files.

H. Inspect all files and update as needed.

I. Ensure fair and accurate disbursal of rent assistance funds; assure client eligibility, negotiations as needed for rent reasonableness.

J. Prepare and disburse checks to landlords and other vendors on behalf of clients of the HEN program and/or coordinate with CCS accounting department to ensure checks are sent out.

K. Order office supplies and essential needs as well as using Flexible Funding for client needs.

L. Maintain and make sure office equipment is being serviced in a timely manner for HEN.

M. Train staff and implement best practices including Progressive Engagement, Trauma Informed Care, etc.

N. Meet with clients to provide program information, answer questions, and respond to concerns.

O. Oversee Quality Improvement

i. Track data

ii. Provide reports

iii. Review incident reports and grievances

iv. Respond to records requests

P. Have a complete understanding of the HEN Pilot funding protocols, rules and reporting requirements.

Q. Oversee additional HEN Pilot funding and Case Management.

• FINANCIAL RESPONSIBILITIES:

A. Responsible for managing all budgetary and financial aspects of the Thurston HEN program.

B. Maintains all financial records at the program level including: operations, administration and rental assistance spending.

C. Provide information to accounting as needed to prepare billing for HEN in accordance to the Department of Commerce and Thurston County Guidelines.

D. Create and input data into spreadsheets to monitor spending at the program level.

E. Coordinate regularly with CCS accounting to ensure payables are completed in a timely manner.

F. Manage the monthly spending to ensure that it aligns with the overall program budget. Ensure that funds are spent per budget and not over or under spent by the end of the month and year.

G. Manage Petty Cash fund for HEN.

H. Collect and deposit donations and provide transaction reports to Accounting.

I. Keep all financial records and documents as required by CHG, Thurston County, CCS accounting and keep them well organized and ready at all times for audit and inspection.

J. As needed, make purchases and track all receipts and submit all reports using a CCS credit card.

• REPORTING RESPONSIBILITIES.

A. Maintain all files and documents for reporting and audits as per funding requirements.

B. Prepare HMIS reports within the HMIS system as needed.

C. Assist with grant proposals, grant reports, and other reporting as requested by the Program Manager.

D. Collect data for the HEN by analyzing and completing reports. Complete outcome-based evaluation of data information and integrity in the HMIS, accounting and other systems, as well as excel spreadsheet.

E. Compile monthly, quarterly, and annual reports for various contracts/funding.

• COMMUNITY RESPONSIBILITIES:

A. Serve as a communication link with landlords and community agencies serving our clients.

B. Coordinate with and make referrals to appropriate community agencies.

C. Establish various sites within Thurston County to provide HEN intakes to improve access to clients throughout the county.

D. Coordinate closely with the Coordinated Entry provider to ensure clients are served based on vulnerability.

E. Attend fund raising events as a representative for CCS.

F. Attend meetings as directed to represent HEN and CCS.

• CLIENT SERVICE RESPONSIBLITIES

A. Complete intakes.

B. Review and approve each new client for program eligibly.

C. Assist in providing Case Management services for vulnerable clients who have difficulty accessing housing and resources in Case Manager’s absence.

i. Create client directed service plans.

ii. Transport clients to visit housing opportunities.

iii. Advocate on behalf of clients.

iv. Assist clients in connecting to resources that help them overcome barriers.

VI. SUPERVISION:

• 6 FT - Case Managers
• 1 FT- Lead case Manager
• 1 FT - Operations Assistant II
• 1FT- Case Support Specialist
  
  Minimum Qualifications
  
  
  A. AA in human Services field or 4 years relevant experience.
  B. Experience providing services to low-income/no-income residents. Ability and willingness to work in a team environment and promote a positive team spirit.
  C. Excellent inter-personal skills including excellent oral and written community’s skills.
  D. Excellent organizational and time management skills.
  E. Strong computer skills including Microsoft Word and database experience.
  F. Applicant must successfully pass required background checks prior to an offer of employment.
  G. Must have reliable transportation, valid driver’s license, automobile insurance and provide current auto registration.
  H. Must have an acceptable driving record per CCS’ driving policy, (required to provide current driving abstract)
  I. Must be able to transport clients in personal vehicle.
  J. Ability to work with a diverse spectrum of vulnerable individuals
  K. Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services and a knowledge of and commitment to working within the Social Teaching of the Catholic Church.
  L. Support and contribute to a creative, collaborative and respectful environment that promotes teamwork
  M. Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
  
  
  Preferred Qualifications
  
  
  A. BA/BS Degree in Human Service field
  B. Knowledge of Kitsap social services and other community resources
  C. Experience with homeless issues and other housing issues.
  D. Experience with accounting, reporting, and file maintenance.