Program Support Specialist

Overview

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Cities Homeless Coalition assists those who are experiencing or at-risk of homelessness to achieve housing stability, self-sufficiency, and improved health by providing resources, supportive services, and programs.

Program Support Specialist

Reports To: CalAIM Program Manager

Classification: Full time

FLSA: Non-exempt, Hourly

Salary Range: $24- $28

Reporting to the CalAIM Program Manager, the Program Support Specialist will have an administrative focus on Cen Cal Health programs and encompass a broad range of tasks that support the efficient operation of programs, including managing internal and external correspondence, maintaining organized records, and developing and maintaining clear, accessible reference documents and job aids for staff to ensure alignment with ongoing CalAIM program updates, guidance, and compliance requirements.

This position will also develop and maintain clear, accessible reference documents and aids for staff to ensure alignment with ongoing CalAIM program updates, guidance, and compliance requirements. This position will be involved with our other CalAIM programs in capacity (STPHH Short Term Post Hospitalization Housing, TR Transitional Rent, and ECM Enhanced Care Management), and have full accountability in HTNS, HTSS, and HD.

• Tracking program and client level data with experience in Excel/Google Sheets, Microsoft Word
• Ability to review, interpret and adapt to evolving DHCS guidelines.
• Submit and track Cen Cal referrals, authorizations, extensions, discontinuations, and related documentation through the Cen Cal provider portal.
• Maintain accurate data logs, spreadsheets, and internal tracking systems to support reporting and billing needs. Accurately input, update, and maintain large volumes of data in databases and perform regular audits to ensure data integrity and resolve any discrepancies.
• Attend events, and community meetings to support community engagement and continuous improvement.
• Work closely with the CalAIM Program Manager to support program planning, improvement efforts, and team communication.
• Maintain high organizational standards and manage timely communication across multiple required platforms, including Outlook (email and calendar), Cen Cal Provider Portal, Zix Secure Message Center, and Cen Cal Gateway portals, ensuring accuracy, responsiveness, and compliance with operational and program requirements.
• Provide intermittent check-ins at shelter sites to ensure enrollment and tracking operates efficiently for shelter staff, and assist with the monthly programming for Cen Cal and CalAIM.
• Regularly meet with the Supervisory team for the exchange of information, brainstorming, and problem-solving.
• Generate data quality reports from HMIS, locate errors, and provide follow-up to case management staff for the corrective plan(s) of action.
• Conduct regular file review to ensure that all required eligibility documentation is accounted for and filed, including maintaining appropriate record-keeping logs to ensure that client files are reviewed regularly in preparation for monitoring and audits.
• Experience with document management software and specialized databases.
• High level of accuracy in typing and data verification to prevent errors in critical records
• Strong verbal and written skills for professional correspondence and client interactions.
• Link employees and management to facilitate smooth information flow and resolve administrative bottlenecks
• Participate in monthly auditing of accurate data with the Quality Assurance department and in monthly billing activities with the CalAIM Program Manager.
• Reliable, regular attendance and ability to works effectively within team structures while maintaining professionalism, accountability, and respect for diverse roles and perspectives.

• Possess a minimum of an Associate Degree in a related field or two years of related experience.
• 2 years of experience in a homeless services setting working directly with individuals experiencing homelessness, mental health, and/or substance use concerns is strongly preferred.
• Familiarity with available resources to support homeless clients.
• Ability to use computers, with proficiency in Microsoft Office software, particularly Excel.
• Be a highly motivated self-starter, with proven ability to develop creative solutions.
• Project a professional demeanor and possess excellent written and oral communication skills, interpersonal skills, and ability to work both individually and as part of a team.
• Ability to multi-task and remain calm in demanding and unpredictable situations.
• Ability to maintain a professional, customer service-oriented attitude at all times.
• Ability to meet face-to-face in the office with homeless individuals of diverse backgrounds and disabilities, including physical, mental, substance abuse, HIV/AIDS, etc.
• Ability to develop rapport, provide information, and refer with sensitivity to cultural issues.
• Display a high level of initiative, effort and…