Program assistant Jobs in Quincy, MA

Support Specialist

The Mayor's Office of Housing (MOH) works to foster healthy, vibrant, and welcoming communities for all by ensuring stable, green, and accessible housing and the sustainable use of land. MOH oversees programs that create and preserve affordable housing, support homeowners and renters, provide housing and services to individuals and families experiencing homelessness, and develop city-owned property. MOH envisions a Boston where all residents have the homes and neighborhoods they need to thrive.

The Supportive Housing Division (SHD) at the Mayor's Office of Housing is responsible for leading the collaborative effort to end homelessness in Boston. SHD does that through strategic planning and pursuit of federal, state, and local resources to ensure that people experiencing homelessness in Boston have access to housing and services to ensure that episodes of homelessness are rare, brief, and non-recurring.

This role will be responsible for providing administrative support in three areas: the Homeless Set Aside (HSA) program, the Homeless Management Information System (HMIS), and the Coordinated Entry (CE) system. All three areas are critical to ensuring that people who are experiencing homelessness in Boston have access to appropriate housing pathways.

Under the supervision of the Assistant Director or their designee, the Support Specialist will be responsible for supporting key systems and resources that propel the work of the Boston CoC, including implementing policies, procedures, standards, and systems to ensure that MOH is in compliance with federal, state, and local regulations governing Coordinated Entry and the Homeless Information Management System. Using these systems, the incumbent will also support system protocols to ensure that housing opportunities through the City's Homeless Set Aside program are matched to eligible households in a timely and efficient manner. This will entail working with internal and external stakeholders, such as other divisions within MOH, homeless provider partners, and property managers and owners.

Responsibilities

• Supports users of HMIS, CAS and HSA systems to ensure maintenance for multiple data systems, including adding new users to the system, verifying users are still active, and ensuring that appropriate system protocols are upheld regarding timely input of data and vacancy information.
• Responds to and tracks HelpDesk inquiries as needed for Salesforce, CAS, and HMIS, including ETO, Clarity, and the Warehouse.
• Takes direction from Senior staff to facilitate eligible and timely referrals to Coordinated Entry housing and service programs, including the Homeless Set Aside portfolio. Upholds data entry and quality protocols to ensure HMIS, CAS, and Salesforce systems reflect current data.
• Maintains current tracking system for CAS and HMIS documentation, including but not limited to: Records keeping of legal agreements with Agencies concerning use, privacy, security, confidentiality, etc. Records keeping of user access forms and user agreement for all end users (legal agreement concerning confidentiality and security).
• Provides technical assistance to service provider users, property managers, and other external stakeholders.
• Assists in preparing periodic reports including but not limited to: HUD required reports, City requested reports, and monthly data quality reports to service providers.
• Assists in maintaining/updating all documentation including, but not limited to: Data Quality Standards, HMIS Policies and Procedures, Coordinated Entry Policies and Procedures, Confidentiality, Clarity user manuals and workflow documents, and client forms.
• Maintains knowledge of federal, state, and local regulatory changes affecting HMIS and CE data collection, quality, and use.
• Assists with preparation of the City's annual competitive Continuum of Care funding application, as appropriate.
• Performs related work as required.

Minimum Entrance Qualifications

• At least two (2) years of related experience in program operations or customer or constituent services.
• High school diploma or equivalent required. Bachelor's degree in an applicable field preferred. Appropriate educational substitutions may be made.
• Demonstrated organizational skills, with an ability to stay focused on assigned tasks.
• Demonstrated ability to successfully learn new tasks, with a preferred experience in data entry or performing data quality checks.
• Knowledge of Microsoft Office, Google, Salesforce, and HUD reporting systems, such as HMIS, Coordinated Entry, Sage, and E-e snaps preferred.
• Familiarity with HUD regulations, specifically the Continuum of Care program, Emergency Solutions Grant, the HEARTH Act, and Youth Housing Demonstration Program (YHDP) guidance.
• Experience with Federal, State, and Local Security, Privacy, and Confidentiality regulations, preferred;
• Experience with a Human Service data collection system preferred.
• Demonstrated problem-solving and interpersonal skills.
• Preferred lived experience of homelessness or housing instability.
• Ability to exercise good judgment and focus on detail as required by the job.
• Excellent oral and written communication skills.
• Proficiency with Microsoft applications and Google Suite.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: SEIU/N-19

Hours per week: 35

"Please note that the Mayor's Office of Housing (MOH) employees and their immediate family members are prohibited from buying or leasing City Involved Housing, with the exception of applicants living in City Involved Housing at the time of hire at MOH. Please refer to the Policy on Employee Participation in MOH Administered Programs."