Administrative Assistant II, CBEST
3 weeks ago
PROGRAM SUMMARY
Housing for Health (HFH) is a program office within Health Services Administration, 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 the boundaries of the County's eight Service Planning Areas (SPAs).
The County-wide Benefits Entitlement Services Team (CBEST) is a program under DHS' HFH and provides targeted benefit advocacy services to assist individuals, who are homeless or at risk of being homeless (e.g., individuals, families, children, Veterans, etc.) who have complex health and/or behavior health conditions, high utilizers of public services in obtaining sustainable income through government programs such as Supplemental Security Income (SSI), or Social Security Disability Insurance (SSDI), Cash Assistance Program for Immigrants (CAPI), and/or Veteran Disability benefits. CBEST's Administration Team is responsible for all contract management, contract compliance, finance/invoicing, budget, and operational functions of the CBEST program. Our organization follows a hybrid work structure where employees work both remotely and from the office, as needed.
POSITION OVERVIEW
The Administrative Assistant II position (also referred to as "position") is a mid-level administrative analyst position in which the position reports directly to the Lead Analyst and/or Associate Director and can be assigned to any of the teams with HFH/CBEST-Administration Team: Budget & Operations Unit; Contract Compliance Unit, and/or Contract Management Unit. The examples of each unit's duties and responsibilities are described in the section below. The position may require travel to various locations within Los Angeles County to attend and/or participate in various meetings with HFH personnel and/or HFH community/contracted agencies and/or attend/participate at off-site HFH related meetings, conferences, etc. as applicable. Functions of the position include, but is not limited to the following:
EXAMPLE OF DUTIES (TEAM SPECIFIC)
- Budget & Operations Unit (BOU)
- Assists with upkeep of various MS Excel or Word reports, trackers, databases, spreadsheets; maintains and updates financial billing spreadsheets.
- Develops and/or revises financial templates, spreadsheets, databases, etc.
- Assists in the development of contract budget modifications; assists in the review and processing of contract budget summaries.
- Performs other duties, special assignments, and/or projects as needed/directed.
- May lead or assist with special projects or tasks.
- Establishes and maintains collaborative contractor relations and communications.
- Frequent and heavy use of an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, Teams, etc.
- Performs other duties, special assignments, and/or projects as needed/directed.
- Contract Compliance Unit (CCU)
- Conducts annual, biannual, and quarterly monitoring of all contracted services.
- Develops and prepares contract monitoring criteria/standards and ratings; contract monitoring tools, guidelines; various tracking databases and spreadsheets, and contractor/internal/external correspondence.
- Participates and leads in contract monitor audits, responds to requests from internal and external monitoring/auditing entities.
- Develops, implements, and monitors contract corrective action plans.
- Develops, establishes, and maintains various reports, e.g., Status of Contract Monitoring Reports (SCMRS).
- Conducts specialized invoicing, program/services, and administrative and personnel forensic audits as needed/requested.
- Implements and oversees contractor disciplinary actions and corrective actions.
- Participates in the implementation of changes resulting from audits, and creates corrective action plans, procedural manuals, tools, and instructions.
- Frequent and heavy use of an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, Teams, etc.; development of an array of MS WORD and Excel documents and spreadsheets.
- May lead or assist with special projects or tasks; and
- Performs other duties, special assignments, and/or projects as needed and/or directed.
- Contract Management Unit (CMU)
- Reviews and processes contract invoices, including supplementals, for appropriateness of billings as well as their related support documentation (e.g., general ledgers, receipts, subcontractor billings, etc.) for all CBEST cost reimbursement and fee-for-service based contracts.
- Reviews invoices for accuracy against billing matrixes.
- Prepares contract invoices, including supplementals, for final approval, submission, and payment.
- Develops and prepares invoice credit memos.
- Acts as central point of contract for all contracted agencies as such pertains to invoices, invoice discrepancies, supplemental invoices, credit memos, etc.
- Assists with the onboarding process for new contractors/contracts.
- Assists with exiting/sunsetting contracts.
- Reviews and approves contractor staff that will be providing services under a CBEST contract.
- Frequent and heavy use of an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, Teams, etc.; development of an array of MS WORD and Excel documents and spreadsheets.
- May assist in the review and approval of contract budget summaries and/or budget modifications.
- May lead or assist with special projects or tasks; and
- Performs other duties, special assignments, and/or projects as needed/directed.
JOB QUALIFICATIONS
- Promotes interdisciplinary collaboration, fosters teamwork; has excellent boundaries and interpersonal skills.
- Excellent organizational and communication skills, good at multitasking; works in a collaborative manner across the organization to achieve departmental and overall organizational goals.
- Ability to make thoughtful decisions and exercise sound judgment; be self-directed, assertive, resourceful, and creative in problem solving.
- Ability to be a thoughtful listener and adept at capturing feedback; give and receive constructive criticism; use diplomacy in all aspects of the role.
- Frequent and heavy use of an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, Teams, etc.; development of an array of MS WORD and Excel documents and spreadsheets.
Desirable Job Qualifications
- Ability to multitask within a fast and changing environment associated with competing and time sensitive due dates and/or timelines.
- Ability to work effectively in a remote work environment (e.g., teleworking) and hybrid work environment (e.g., telework and reporting to job site/office).
Experience in developing MS Excel spreadsheets with complex formulas and functionalities. - Experience in developing MS WORD documents that require specialized functions, e.g., automatic table of contents, headers, footers, images, tables, fillable functions/forms, etc.
- Experience in developing MS PowerPoint presentation that include specialized functions such as audio, video, graphics, charts, tables, etc.
- Experience in developing fillable PDF documents, combining different documents (e.g., MS Word, Excel, etc.) into a single PDF document, etc.
- Experience understanding and interpreting contract documents, budgets, scopes of work, amendments, etc.
- Experience in developing, or assisting with, the development of contract budget summaries, contract invoice templates, and contract expenditure reports.
- Experience in, or assisting with, reviewing, processing, and approving cost reimbursement and fee-for-service based invoices.
- Experience in basic accounting practices.
- Experience in, of assisting with, monitoring and/or auditing (desk reviews and field audits) of public social service contracts that provide public assistance (e.g., housing, disability benefits, etc.) to vulnerable populations experiencing or at risk of being homeless.
EDUCATION/EXPERIENCE
Two years of experience in a staff capacity analyzing and making recommendations for the solution of problems of organization, systems and procedures, program, budget, contracts, or personnel -OR- One year of experience at the level of Los Angeles County's Class of Staff Assistant I, Administrative Assistant I, or Senior Departmental Personnel Assistant analyzing and making recommendations for the solution of problems of organization, administration, budget, contracts, or personnel.
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 and the Health Clearance process with the County of Los Angeles.
Other Skills, Knowledge, and Abilities
- Desired proficient skill set for software, programs, and technologies include, but is not limited to the following: Word, Excel, PowerPoint, Adobe Reader, Teams, One Note, Outlook, Publisher, Adobe Pro, Google Docs, and OneDrive Cloud.
- Experience and ability to develop and maintain Excel databases with the inclusion of pivot tables and pivot charts.
- Experience with Los Angeles County financial tools such as the BR7.
- Experience with Los Angeles County HFH provider database: CHAMP.
- Knowledge of Lean Six Sigma process improvement approach.
PHYSICAL DEMANDS
Stand Frequently
Walk Frequently
Sit Frequently
Handling Occasionally
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
General Office Setting, Indoors Temperature Controlled
EEOC STATEMENT
It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
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)Learn More
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