Administrative Assistant II, TIME LIMITED – CBEST - Public Health Foundation Enterprises, In

Salary : $26.53 - $38.28 per hour

SUMMARY

This is a time limited position, available for a 1-year term. The term may be extended contingent upon available funding.

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). Our organization follows a hybrid work structure where employees work both remotely and from the office, as needed.  

 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.

POSITION OVERVIEW

The Administrative Assistant II (also referred to as “position”) is assigned to a time-limited special project within CBEST. 

The position will report to a HFH supervisory, management, and/or executive leadership personnel (also referred to as “HFH personnel”). The position will be responsible for providing an array of programmatic, clerical, administrative as well as client-based services that support and contribute to the processing of a client’s application for SSI, SSDI, CAPI, and/or Veteran Disability benefits. The position may require frequent travel to all eight Los Angeles County Service Planning Areas to meet with and engage service providers, community-based organizations, stakeholders and partners, and other healthcare, mental health, public social services, etc. leaders/staff, attend various meetings with HFH personnel and/or HFH community/contracted agencies, and/or attend/participate (or present, speak, etc.)  at off-site HFH related meetings, conferences, etc. as applicable. AAII’s may be assigned to work full-time or part-time in an LA County Dept. of Public Social Services (DPSS) office location.

ESSENTIAL FUNCTIONS

 Duties may include but are not limited to the following:

• Researches and evaluates federal, state, and County policies and benefits information on file to resolve and process complex disability, age-based, and retirement benefits claims and inquiries.
• Resolves complex Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI), and Cash Assistance Program for Immigrants (CAPI) claims.
• Conducts telephone or face-to-face interviews with clients to screen for eligibility, provide program status updates, collect additional information needed to draft application, and to collect forms and obtain signatures for disability, age-based, and retirement applications and appeals for SSI, SSDI, and CAPI.
• Reviews and analyzes complex medical records for use in drafting persuasive application narratives in the completion of SSI, SSDI, and CAPI disability applications.
• Manages 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.
• Reviews, processes, and submits 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)
• Files for timely and late appeals: Requests for Reconsideration and Request for hearing (including non-medical/technical appeals) via iAppeal or hard copy as necessary.
• Compiles medical records from different providers and submit them to the Department of Disability Determination Services (DSS) as needed.
• Orchestrates referrals to ensure clients are directed to the appropriate steps within CBEST sub-teams to meet client needs
• Advises and explains SSA and CAPI benefit rights and responsibilities as well as departmental policies and procedures to clients, advocates and referring partners.
• Assists in gathering Social Security appeal documents within the timeframe indicated by federal policy and regulation
• Responds orally or in writing 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.
• Processes benefit survivors' applications for eligible family members.
• Communicates 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.
• Collaborates with CBEST Legal Services providers for quality assurance and review of applications.
• Reports to HFH personnel on the number of applications drafted and submitted consistently; acts as SSA SSA-appointed representative for submitted disability benefits applications.
• Accesses and utilizes 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.
• Updates and maintains client data on CHAMP and hard files.
• Responds to client/provider complaints within the timeframe indicated by the department
• Accesses 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 adheres to confidentiality guidelines as applicable throughout the entire case duration.
• Monitors the CalSAWS appointment calendar system to track and process DPSS client referrals.
• When appropriate, makes referrals to support services such as Housing, Office of Immigration Affairs for immigration representation, and/or Department of Military and Veterans Affairs.
• When appropriate, makes referrals to Office of Immigration Affairs for immigration representation.
• Complies with and adheres to County/DHS internal and external audits/monitoring as needed; adheres to federal, state, County, and city policies and guidelines and accomplishes any assigned task/s on the job accordingly.
• Acts as liaison between HFH personnel, HFH line staff, and any other county/contract staff; transmits oral and written messages and requests as needed.
• Gathers data for general information purposes or special reports, contacting other internal and external entities, personnel, etc., for additional materials as necessary.
• Provides data entry/input, compilation, and data retrieval on various HFH databases, programs, spreadsheets, systems, etc. as needed
• Assists with and prepares reports, documents, forms, and spreadsheets for HFH personnel as needed; adheres to federal, state, County, and city policies and guidelines and complies with accomplishing any assigned task/s on the job accordingly.
• Frequently uses various Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, and Skype.
• If checked below, utilizes a second language (Spanish) as indicated on the Language Proficiency Certificate when communicating with clients/referrer/legal conservators on a frequent and continuous basis
• Assists 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: 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

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)