Staff Assistant I (Data Specialist) (Administrative)

Salary Range: $21.11 - $30.44 Per Hour

SUMMARY

Housing for Health (HFH) is a program office within Community Programs, a division under the Los Angeles County Department of Health Services (DHS). HFH was created and put into implementation in support of the Los Angeles County Homeless Initiative recommendations in response to and in support of the County's effort to address and combat homelessness in the communities residing within Los Angeles County. Our organization follows a hybrid work structure where employees work both remotely and from the office, as needed.   

The Homeless Prevention Unit (HPU) is an initiative on the Housing and Services Team of HFH. The HPU is a collaborative effort between the California Policy Lab (CPL), DHS-HFH, and the Department of Mental Health (DMH). The HPU uses predictive analytics to proactively identify individuals and families who are most at risk of homelessness, enrolls them in the program and provides them with flexible, upstream interventions to resolve barriers that might lead to the loss of their housing. The HPU has significant interactions with several County departments to address challenges navigating service systems and/or to connect or re-connect individuals to services to ensure housing stability; therefore, the ideal candidate will be knowledgeable in mainstream and specific programs and services tailored to people experiencing homelessness while being flexible to meet the changing needs and demands of the program.

Working among a team of Data Specialists, the Staff Assistant I (Homelessness Prevention Unit Data Specialist) position will serve in a supportive role on the Homelessness Prevention Unit by collecting, entering, and reviewing client-level data in various County databases. Data Specialists are responsible for searching, retrieving, and organizing information about prospective clients from multiple client record systems, including CHAMP, IBHIS, ORCHID and HMIS. During these data mining processes, Data Specialists will also use the administrative records to screen prospective clients for eligibility and further entry into the HPU. Data Specialists will support case managers and liaison regularly with client-facing staff to provide a steady stream of new, eligible HPU clients ready for outreach and ultimately enrollment in the program.

Data Specialists also support other research and administrative projects, including conducting weekly phone interviews and analysis for client satisfaction surveys, reconciling data issues among client records during quarterly audits, and providing technical support to case managers around documentation and record searches.

The Staff Assistant I (Homelessness Prevention Unit Data Specialist) is an excellent verbal and written communicator, problem solver, and analytical thinker with the ability to engage with internal and external stakeholders and understand and respond to their needs in rapidly changing environments. They are highly organized and can manage multiple overlapping timelines.

 

ESSENTIAL FUNCTIONS 

Data Collection and Tracking

• Collect, enter, and review HPU client-level data from different County client record systems
• Identify, synthesize and record pertinent client information compiled from various County record systems into the HPU database
• Assess client eligibility based on administrative data and client records
• Search databases for client information requested by case managers to connect clients to housing and services
• Conduct and analyze client surveys to evaluate program impact
• Assist with quarterly data auditing, including correcting documentation errors in CHAMP
• Run and organize CHAMP reports
• Assist with preparation of reports and presentations as needed
• Assist in researching, compiling and developing data-based analysis, reports, and the creation and maintenance of data tools
• Rigorously documents processes and procedures used for all reporting and analyses
• Other duties as assigned by the Staff Analyst

 

 Tool Development and Maintenance

• Maintain accurate and complete client records in HPU databases
• Assist in the creation of new reporting and analytical tools
• Help to design, build and maintain analytical support tools to be used within the Department of Health Services, by housing and service providers, and by other external stakeholders

Project Management:

• Coordinate the assignment and timely completion of client surveys, including monitoring and updating the survey request tracker, scheduling client calls, and ensuring clients receive thank you gift cards
• Assist with the design, development, implementation and maintenance of surveys, reports, and analysis tools 

Program and Provider Support

• Provide technical support to case managers and other staff on data collection systems
• Assist in designing program reports and presentations to share performance outcomes and other key findings to stakeholders

 

JOB QUALIFICATIONS

One year experience in either (1.) working in a program that provides housing and support services to clients who are homeless or are at risk for homelessness in a highly responsible secretarial capacity or a supervisory clerical capacity. - OR - (2.) analyzing and making recommendations that address organizational management issues such as planning, program development, project management, budget development, and program evaluation of health and human services for high-risk populations in a highly responsible secretarial capacity or a supervisory clerical capacity. (e.g. homeless, justice-involved, mentally ill, substance use disorder or medically complex); - OR - (3.) One year experience in a highly responsible secretarial capacity or a supervisory clerical capacity.

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 process with the County of Los Angeles.

 

Other Skills, Knowledge, and Abilities

• Organized, diligent, and have strong MS Excel and data entry skills
• Experience working with a client-centric relational database and has assisted on projects where the best path forward is unclear.
• Ability to work independently and efficiently
• Knowledge of data systems across DHS and the homeless system of care, e.g., CHAMP, ORCHID, Clarity HMIS, IBHIS, etc. (preferred)
• Effective written and oral communication skills
• Comfort working with data systems and learning new data systems
• Ability to learn quickly and adapt to shifting priorities
• Experience working on projects where business problems, opportunities, and solutions may be unclear
• Excellent team player

 

PHYSICAL DEMANDS

Stand: Frequently

Walk: Frequently

Sit: Frequently

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

Currently Hybrid Remote Work and General Office Setting, Indoors Temperature Controlled

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants, without regard to age (40 and over), national origin or ancestry, race, color, religion, sex, gender, sexual orientation, pregnancy or perceived pregnancy, reproductive health decision making, physical or mental disability, medical condition (including cancer or a record or history of cancer), AIDS or HIV, genetic information or characteristics, veteran status or military service.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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