Coordinated Entry Program Specialist

Description

Bay Aging has a Temporary Full-time Coordinated Entry Program Specialist position available immediately.  There is the potential that this would become a regular full-time position in the near future.

This position is responsible for conducting intake for all inquiries of people experiencing a housing crisis in the ten counties of the Northern Neck and Middle Peninsula, while facilitating coordination to Bay Aging’s housing programs. This position is grant funded through a variety of federal, state, and foundation opportunities. Reports to Assistant Director, Housing Services. Pay Rate: $16/hr-$20/hr.

Essential functions

Coordinated Entry

• Conduct Coordinated Entry for walk-in clients and by answering all calls and emails directed to the housing crisis hotline, collecting relevant information, and making referrals as appropriate
• Input timely and accurate data into the Homeless Management Information System (HMIS)
• Participate in community meetings and training opportunities to gather knowledge and resources
• Work closely with all positions in the Bay Aging housing division as a bridge from client case management services to programmatic access
• Develop and maintain resource databases that provide a variety of internal and external multidisciplinary support services
• Participate in formal and informal case conferencing to determine available resources to assist clients with unique barriers
• Act as a point of contact to liaison between case managers and program staff to ensure services are secured and coordinated appropriately
• Collect necessary documents to streamline access (program applications, release of information, confidential information, etc.)
• Perform ongoing program- and community-level data analysis to monitor outcomes and honor the priority of racial equity in service
• Maintain programmatic documents in an organized fashion and provide elementary review/updates of relevant documents
• Provide administrative support to the Northern Neck Middle Peninsula Housing Coalition to include weekly newsletters, meeting facilitation, etc.
• All other duties as assigned.

KNOWLEDGE

The candidate will rely on extensive on-the-job training and experience to accomplish the work.

Working knowledge of:

• HMIS
• Microsoft Office programs (e.g., Word, Excel, Outlook, PowerPoint, Access); Google Drive
• Data entry and evaluation
• Homeless and affordable housing programs and best practices
• Community resources and human service operations
• Trauma-Informed Care and adverse experiences
• Standard office equipment, including multi-line phone systems
• Clerical and office management techniques

ABILITIES

• Establish and maintain effective relationships with a wide variety of people from diverse experiences (e.g., clients, community partners, representatives of funding and regulatory agencies) (i.e., Virginia Housing, Virginia Department of Housing and Community Development), and Bay Aging employees (i.e., managers of various programs, Options Counselors, Case Managers, etc.)
• Demonstrate close attention to detail and effective, organized recordkeeping; Ability to independently learn and retain complex program guidelines; Ability to perform and understand mathematical computations (addition, subtraction, multiplication, and division)
• Excellent verbal communication skills, including listening to older adults to understand their needs and concerns, skills in-person and over virtual platforms and telecommunication devices. The ability to remain positive and diplomatic when faced with challenges is a must
• Excellent written communication skills (letters, memos, reports, emails, text messages, etc.)
• Strong customer service skills to establish and maintain trusting professional relationships with clients experiencing high barriers to maintaining self-sufficiency. Essential ability to work with individuals and assist them as they present to acquire housing in a trauma-informed manner. Homeless Solutions operates under a Housing-First model, meaning that clients are not required to meet arbitrary benchmarks (employment, sobriety, credit, medication management, etc.) in order to receive services
• Decision making:  Work independently when necessary
• Handle a variety of tasks autonomously with regular reporting to supervisor and co-workers

WORKING ENVIRONMENT

This is an office-based position with minimum physical requirements (ability to lift 25 lbs., walking, climbing stairs) with occasional travel required throughout the Bay Aging service area and the State of Virginia. There may be occasional overnight travel required to attend trainings and conferences. 20% of the essential functions of the position can be performed remotely.

Qualifications

Requires a high school diploma or equivalent and three to five years of experience in office management, customer service and/or property management.

FLSA status: This is a non-exempt position.

Disclaimer:  This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities that are required of the employee. From time to time, the supervisor will ask the job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status.  Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Director, Human Resources at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org

Salary : $16 - $20