Administrative Assistant II

Job Title: Administrative Assistant II - Time Limited Position

Job Summary:

This is a time-limited position available for a 1-year term, with the possibility of extension contingent upon available funding. The Administrative Assistant II will be assigned to a special project within the County-wide Benefits Entitlement Services Team (CBEST) and will report to a Housing for Health (HFH) supervisory, management, and/or executive leadership personnel.

Key Responsibilities:

• Provide programmatic, clerical, administrative, and client-based services to support the processing of disability, age-based, and retirement benefits claims and inquiries.
• Research and evaluate federal, state, and County policies and benefits information to resolve and process complex disability, age-based, and retirement benefits claims and inquiries.
• Conduct telephone or face-to-face interviews with clients to screen for eligibility, provide program status updates, collect additional information needed to draft application, and collect forms and obtain signatures for disability, age-based, and retirement applications and appeals.
• Review and analyze complex medical records for use in drafting persuasive application narratives in the completion of disability, age-based, and retirement benefit applications.
• Manage the enrollment and exit process for CBEST clients, including analyzing case notes to verify the appropriateness of the enrollment/exit, notifying clients and referring parties of status updates, and data entry.
• Review, process, and submit completed disability, age-based, and retirement benefit applications and appeals for SSI/SSDI to the Social Security Administration (SSA) and CAPI to the Department of Public Social Services (DPSS).
• File for timely and late appeals: Requests for Reconsideration and Request for hearing (including non-medical/technical appeals) via iAppeal or hard copy as necessary.
• Compile medical records from different providers and submit them to the Department of Disability Determination Services (DSS) as needed.
• Orchestrate referrals to ensure clients are directed to the appropriate steps within CBEST sub-teams to meet client needs.
• Advise and explain SSA and CAPI benefit rights and responsibilities as well as departmental policies and procedures to clients, advocates, and referring partners.
• Assist in gathering Social Security appeal documents within the timeframe indicated by federal policy and regulation.
• Respond to SSA and CAPI benefit questions, including such questions regarding options for filing, benefit calculations, work history, living arrangements, income, and resource impact on eligibility for benefits.
• Process benefit survivors' applications for eligible family members.
• Communicate regularly with referring partners, CBEST contracted partners, Social Security Administration (SSA), Disability Determination Services (DDS), and Housing for Health (HFH) staff as needed to resolve complex disability, age-based, and retirement benefit claim issues, track application progress, support client needs, and ensure proper client service connection, etc.
• Collaborate with CBEST Legal Services providers for quality assurance and review of applications.
• Report to HFH personnel on the number of applications drafted and submitted consistently; act as SSA SSA-appointed representative for submitted disability benefits applications.
• Access and utilize HFH databases, e.g., Comprehensive Health and Accompaniment Management Platform (CHAMP), and other applicable databases regularly to track clients' assignments in CHAMP and document/update client case notes.
• Update and maintain client data on CHAMP and hard files.
• Respond to client/provider complaints within the timeframe indicated by the department.
• Access clients' information to retrieve vital information and documents, through a variety of network databases such as, The California Statewide Automated Welfare System (CalSAWS), Homeless Management Information System (HMIS), Accompaniment Management Platform (CHAMP), and other applicable databases needed and adhere to confidentiality guidelines as applicable throughout the entire case duration.
• Monitor the CalSAWS appointment calendar system to track and process DPSS client referrals.
• When appropriate, make referrals to support services such as Housing, Office of Immigration Affairs for immigration representation, and/or Department of Military and Veterans Affairs.
• When appropriate, make referrals to Office of Immigration Affairs for immigration representation.
• Comply with and adhere to County/DHS internal and external audits/monitoring as needed; adhere to federal, state, County, and city policies and guidelines and accomplish any assigned task/s on the job accordingly.
• Act as liaison between HFH personnel, HFH line staff, and any other county/contract staff; transmit oral and written messages and requests as needed.
• Gather data for general information purposes or special reports, contacting other internal and external entities, personnel, etc., for additional materials as necessary.
• Provide data entry/input, compilation, and data retrieval on various HFH databases, programs, spreadsheets, systems, etc. as needed.
• Assist with and prepare reports, documents, forms, and spreadsheets for HFH personnel as needed; adhere to federal, state, County, and city policies and guidelines and comply with accomplishing any assigned task/s on the job accordingly.
• Frequently use various Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, and Skype.
• If checked below, utilize a second language (Spanish) as indicated on the Language Proficiency Certificate when communicating with clients/referrer/legal conservators on a frequent and continuous basis.
• Assist with other duties/projects as assigned.

Job Qualifications:

• Excellent customer service; able to work well with individuals experiencing and/or at risk of homelessness.
• 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.

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 effectively communicate verbally in other languages, e.g., Spanish.

Education/Experience:

Training and Experience: Two years of experience in a highly responsible secretarial 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 functions.
• Successful clearance of a health clearance and live scan process with the County of Los Angeles.

Other Skills, Knowledge, and Abilities:

• Highly proficient skill set in using an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Adobe Reader, Teams, One Note, Outlook, Publisher, etc. as well as Adobe Pro.

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 50 lbs

Push/Pull: Occasionally - Up to 50 lbs

See: Constantly

Taste/ Smell: Not Applicable

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 c)

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