Lead Housing Services Program Assistant

Overview

The Lead Housing Program Assistant supervises a team of Housing Services Program Assistants.  The Lead works with the Housing Program Manager to oversee daily administrative functions and performance improvement activities.  This role is essential to ensure that clients are moved into housing quickly, accurate rental and utility payments are made across all housing programs, discrepancies with payments are investigated and resolved, data entry is completed in a timely manner, and tracking systems are developed and maintained to ensure grant compliance.   

Key Role Responsibilities

• Sets clear expectations, creates a culture of open communication and helps team members solve complex problems through individual supervision and team meetings. Motivates and engages staff, fostering a professional and collaborative environment.
• Serves as a subject matter expert for the Housing Program Assistant role and its primary duties, ensuring that they are completed in a timely and efficient manner, and lending support to staff through hands-on task completion when needed, requested, and appropriate.   
• Collaborates with the Housing Services Program Manager to ensure staff are meeting department goals, and complying with state, federal, and all regulatory standards.
• Partners closely with Housing Program Manager, Housing Specialists and finance team to ensure that inspection and rental data is updated on relevant reports that support reimbursement.
• Develops tracking systems that capture data on key metrics and performance indicators.  Provides updates and reports on a regular basis.
• Completes file audits on a routine basis. Assists with preparing paper files and electronic health records for grant monitoring visits.
• Serves as the back-up for the Representative Payee Clerk and ensures cross-training of Program Assistants.
• Collects, compiles and enters data into HMIS and the electronic health record as appropriate and submits timely reports.
• Corresponds clearly and efficiently with landlords, clients and agency staff regarding move-in process, lease agreements and rent payments for clients who are in various housing programs.
• Completes documentation and coordinates with various funders in the administration of rental subsidy payments. 

Key Agency Responsibilities 

In addition to role responsibilities, every staff member has the following responsibilities as a part of their employment:

• Models and reinforces the core values of dignity, authenticity, hope, justice, passion and balance
• Actively participates in performance improvement and advocacy activities that support the mission 
• Protects clients’ personal health information by maintaining compliance with HIPAA and other relevant health care-related IT security regulations
• Performs other duties on an as-needed basis

Knowledge, Experience and Skills 

Formal Education and Training

• High school diploma or GED is required 
• Associate degree preferred; relevant work experience may be substituted 
• Valid Driver’s license, access to a personal vehicle during work hours and clean driving record 

Experience  

• Three years of experience in an office setting
• Three years of experience with data collection and/or bookkeeping 
• One year of supervisory or leadership experience required
• Experience working with people who are experiencing homelessness or from low-income backgrounds  
• Proficiency with automated systems and willingness and ability to learn new software packages  
• Experience with Microsoft Office Suite, proficiency with Microsoft Excel and Word

Skills 

• Willingness to adopt Harm Reduction and Housing First principles and apply them to work with clients
• Able to describe how they support and uplift BIPOC and TGNC individuals and communities in their work 
• Demonstrates interpersonal skills necessary to engage clients and promote positive relationships with other community agencies and providers
• Strong organizational skills and great attention to detail
• Ability to work independently, with initiative and handle multiple priorities and tasks 
• Strong customer service, with the ability to clearly communicate verbally and in writing
• Demonstrates personal integrity and has ability to maintain confidentiality   
• Capacity to tolerate frequent interruptions and work as part of an interdisciplinary team
• Approaches change with a positive, flexible, open-minded attitude

Health Care for the Homeless is an equal opportunity employer and is committed to racial equity and inclusion. We make a particular effort to recruit and promote Black, Indigenous and People of Color (BIPOC) for open positions. BIPOC, LGBTQIA individuals, people with disabilities, and people with other marginalized identities are encouraged to apply.