Job description

Title: Compliance Assistant

Program: CES Compliance Department

Reports to: Program Director

Under the supervision of the Coordinated Entry System (CES) Compliance Director, the Compliance Assistant will work closely with the program staff, senior leaders, subcontractors, and funders to help ensure accurate financial reporting and procedural compliance on all grants in the CES System.

Essential Job Functions:

· Assist Program Compliance Director and the Compliance Assistant Manager interacting with the system staff members to ensure accurate, timely, and efficient reporting and monitoring for the entire grant life cycle.

· Assist in fulfilling random monitoring of participant files for internal staff and subcontracted partners.

· As required, assist with facilitating on-going training to program staff and subcontracted partners as it relates to grant target goals and organizational policies.

· Collaborate with program leadership to develop audit response.

· Assist with internal audits for Valley Oasis Coordinated Entry System programs by conducting assessments, site visits and desk monitoring reviews to ensure services are being rendered and documented in accordance with all standards.

· Compile findings and communicating results and recommendations for improvements.

· Comprehend and utilize the most recent Scope of Services for each program in the auditing process.

· Stay apprised of amendments to program guidelines and their impact on program documentation.

· Support program staff in the process of archiving the files of closed cases.

· Report to Compliance Director and/or Compliance Assistant Manager common file errors and strategize solutions to reduce overall error rate.

· Document file errors using specialized audit tool.

· Collect, monitor, summarize and analyze programmatic goals, outcomes, and achievements.

· Support program staff in interpreting and using analysis for program improvement.

· Filing, documenting, and tracking compliance activities

· Participate in staff meetings, individual and group supervision, case conferences and training as required.

· Adhere to agency policies and procedures including confidentiality, child abuse reporting, and code of ethics.

· Additional tasks, projects and or responsibilities as assigned by Supervisor that are not outlined but which are an important part of the agency’s goals and/or program outcomes.

Knowledge, Skills & Abilities:

· Clear understanding of the concepts of Housing First, Harm Reduction, Trauma Informed Care, Motivational Interviewing, and the Coordinated Entry System

· Thorough knowledge of CES program guidelines for documentation and file compliance

· Knowledge and understanding of policy, systems, and local programs that impact homeless persons and related public funding sources, regulations, requirements, and procedures

· Knowledge of best practice models for assisting homeless people with varying degrees of needs/conditions and have a strong understanding of contractual requirements/compliance and applicable performance measures

· Knowledge of issues facing homeless individuals (e.g. chronic health, substance abuse, mental health, domestic abuse and resources for undocumented individuals)

· Knowledge of resources including legal, medical, housing, educational and social service agencies and other resources in the community

· Ability to accurately input client data and notes in HMIS (Homeless Management Information System).

· Ability to respond quickly and effectively to individuals who may be ill, using substances, lack of personal care, in crisis situations and/or potentially hostile situations

· Ability to work with a diverse population and provide culturally competent advocacy

· Must be able to exercise initiative, independent good judgment, flexibility, discretion, and solid decision making

· Must be able to successfully manage multiple priorities, meet deadlines, adjust to changing; circumstances, and demonstrate confidence working with diverse stakeholders

· Ability to handle common problems without supervisor intervention while knowing when supervisor participation is warranted

· Work effectively under conditions of limited supervision, high stress and rapidly changing situations and circumstances

· Demonstrate the ability to utilize strong judgement and interpersonal skills to manage sensitive client interactions including with those who may be in distress with acute illness, substance use issues, co-morbidity of behavioral and physical health issues in addition to homelessness

· Project a professional demeanor and a high level of professionalism when dealing with sensitive matters

· Promote cooperation and commitment within a team to achieve goals and objective; collaborate with team members, sharing ideas and differences openly; be receptive to new ideas and adapt to change as necessary

· Outstanding communication skills, both written and oral; must communicate professionally and positively with participants, co-workers, management, community partners, employers, landlords, and other service providers

· Strict confidentiality must be observed as it relates to participant information, agency business, program decisions and all other personal information

· Considers impact of personal and professional choices. Consistently make decisions in keeping with organizational values and Supervisor’s direction

· Proficient with office communication equipment and machines (telephone, copier, calculator, fax machine, personal computer, laptop, computer printer and scanner).

· Proficient in use of laptop/desktop computer, Microsoft Windows and Office software programs (Word, Excel, and PowerPoint) and Google drive

· Strong time management skills and the ability to multi-task and prioritize in a fast-paced environment, while exercising sound judgment.

· Able to accommodate urgent deadlines

· Superior oral and written communication skills, including ability in drafting, review, feedback and editing

· Maintain professional boundaries and work collaboratively with participants, volunteers and staff Ability to communicate effectively orally and in writing;

· Accountability – be on time for scheduled shifts;

· Use of a personal vehicle may be required to travel in and around Antelope Valley and/or Los Angeles County and periodically transport participants

· Accountability/Punctuality – be on time for scheduled shifts

· Be able to read and write English

Qualifications & Experience:

· High School Graduate or equivalent

· Minimum one year experience in data base knowledge

· Experience with Homeless Management Information System (HMIS)

· Experience with homeless, vulnerable and/or diverse population

· Experience in managing detailed reports

Agency Requirements:

· Must have a valid California Driver’s License

· Auto insurance

· Clean Driving Record

· Employee will be required to complete a TB test, Background check, drug screen (employment pending on drug screen, background check and DMV report review), 72-hour Domestic Violence/Sexual Assault training and CPR/First Aid certification.

Work Conditions & Physical Demands

The following are work conditions that one may encounter in the course of performing their job duties:

· May be in contact with individuals in crisis

· May experience unpleasant sensory demands associated with an individual’s use of alcohol and drugs, and lack of personal care

· May experience crisis situations and potentially hostile situations, must be ready to respond quickly and effectively.

An employee is required to:

Walk and climb stairs; Handle, grasp and feel objects and equipment; Reach with hands and arms; extend both arms above the head and/or reach below the waist; Communicate ideas and information verbally and written word; Be able to move oneself quickly and easily from place to place; Repeat various motions with hands, wrists, fingers; Climb on stools, steps and/or ladders; Be subject to outside environmental conditions, including but not limited to: Rain, heat, wind.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. If accommodation(s) are required, employee must inform Human Resources by the first week of employment. If an accommodation is not required at the time of employment, but is later required, you must inform Human Resources at the time it is needed.

Benefits

Health

Employee Assistance Plan

Paid Sick

Dental

AFLAC

Paid Vacation

Vision

Cafeteria 125 Plan

Personal Days

Acupuncture/Chiropractic

Retirement Plan

Life Insurance

14 Observed Holidays

Schedule:

Monday – Friday 8am – 5pm (may be required to work other than normal duty hours, to include evenings, weekends, holidays and/or on call status)

An Equal Opportunity Employer: Selection will be based solely on merit and will be without discrimination because of age, race, sex, religion, national origin, marital status, sexual orientation, mental or physical disability.

Job Type: Full-time

Work Location: One location

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