Job Details

Position: Program Support Specialist

Reports To: CalAIM Program Manager

Classification: Full time

FLSA: Non-exempt, Hourly

Salary Range: $24- $28

Supervisory Responsibilities: No

5Cities 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.

Our Vision

Through collaboration and leadership, the Coalition is building an engaged community that fully understands the complexities of homelessness and actively shares the responsibility of creating and implementing solutions to reduce it.

Position Summary

Reporting to the CalAIM Program Manager, the Program Support Specialist will have an administrative focus on CenCal 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 to develop and maintain 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.

Essential Functions

• 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 CenCal referrals, authorizations, extensions, discontinuations, and related documentation through the CenCal 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), CenCal Provider Portal, Zix Secure Message Center, and CenCal 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 Cencal 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.

Qualifications

• 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 commitment towards completing assignments efficiently.
• Possess excellent time management skills and the ability to work with minimum supervision.

Other Requirements (may be met at time of hiring with 5CHC)

• Successful completion of background screening.
• Reliable transportation, valid California driver's license, proof of current auto insurance, and ability to qualify for organization's insurance coverage.
• Current tuberculosis test.
• CPR/First Aid Certification.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience several unpleasant sensory demands associated with the client's use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure. The employee may be subjected to outside environmental conditions, including accessing areas inhabited by homeless people that may be inhospitable and often difficult to access because of uneven or harsh terrain.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

In the course of performing the job, this position typically spends time sitting, standing, walking, stooping, kneeling, climbing stairs, driving, carrying (20lbs), lifting (20lbs), operating a computer keyboard, and making and receiving telephone calls. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee may be subjected to outside environmental conditions, including accessing areas inhabited by homeless persons that may be inhospitable and often difficult to access because of uneven or harsh terrain The employee must be able to tolerate being outdoors in all types of weather for several hours at a time.

5Cities Homeless Coalition is an Affirmative Action/Equal Opportunity Employer and does not unlawfully discriminate on the basis of race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), medical condition (including cancer and genetic characteristics), genetic information, marital status, gender (including gender identity and gender expression), age, sexual orientation, veteran and/or military status, the presence of any physical or mental disability (except where such is a bona fide occupational qualification), domestic violence victim status, political affiliation, or any other status protected by federal, state, or local laws.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.

As with all positions at 5Cities Homeless Coalition, the employee filling this position is expected to work with a diverse workforce, optimize your personal performance, work safely at all times, willingly collaborate with your coworkers and supervisors to work more efficiently and effectively. You are expected to add your talents and ideas toward attaining our Mission: strengthening our community by mobilizing resources, fostering hope, and advocating for the unhoused and those facing homelessness.