Coordinated Entry Specialist - Program Coordinator III

Job Type
Administrative
Organization
Dept. of Housing and Community Development
Job Description

Official Title: Program Coordinator III

Functional Title: Coordinated Entry Specialist 

Primary Location: United States-Massachusetts-Boston-100 Cambridge Stree 

Job: Administrative Services

Agency: Department of Housing & Community Development

Schedule: Full-time 

Shift: Day 

Job Posting: Jul 18, 2018, 1:47:28 PM 

Number of Openings: 1 

Salary: $60,096.14 - $87,045.14 Yearly 

Bargaining Unit: 06-NAGE - Professional Admin. 

Confidential: No

DESCRIPTION

The Coordinated Entry Specialist serves as the lead for the Coordinated Entry System.  The U.S. Department of Housing and Urban Development (HUD) requires that Continuum of Care (CoC) funded projects receive all referrals through a coordinated entry process which will help communities to prioritize housing assistance to residents based on vulnerability and severity of service need ensuring that people requiring assistance the most can receive it in a timely manner. The Coordinator is responsible for coordinated entry, environmental review, Emergency Shelter Grant (ESG) reporting, federally-funded vendor Homelessness Management Information System (HMIS) compliance and contract management.

DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive):

1. Serves as specialist for the Coordinated Entry System:

a)      Conducts in person and on line trainings for housing providers and homeless service agencies.

b)      Maintains the coordinated entry and veterans’ registries.

c)       Receives and makes referrals for the coordinated entry system.

d)      Chairs the Coordinated Entry Committee.

 

2. Monitors compliance with HUD Homeless Management Information System (HMIS)/reporting requirements:

a)      Ensures that all federally funded vendors are active participants in the HUD-mandated HMIS.

b)      Monitors data quality of federally funded vendors as needed.

c)       Provides data reporting support to ESG vendors.

d)      Prepares and coordinates with the Federal Grants Manager and the Deputy Director of Policy the submission of the Emergency Shelter Grant (ESG) portion of the Consolidated Annual Performance and Evaluation Report.

e)      Coordinates with other Continuums of Care participating in the Commonwealth’s HMIS.

 

3. Provides support for the annual Continuum of Care application process as needed.

 

4. Conducts Environmental Review per HUD’s requirements to ensure that the proposed project does not negatively impact the surrounding environment and that the property site itself will not have an adverse environmental or health effect on end users:

a)      Maintains Environmental Review records and schedule of when each project’s review is due.

b)      Conducts an environmental review on each CoC project every five years.

 

5. Manages contracts with sub recipients:

a)      Works with homeless service providers and other Division of Housing Stabilization (DHS) staff to execute timely and accurate contracts, renewals and amendments.

b)      Works with assigned Continuum of Care funded contractors to ensure the vendor meets both Department of Housing and Community Development (DHCD) and HUD performance requirements and provides coordinated, appropriate and effective services to homeless and formerly homeless clients.

c)       Monitors payment requests from assigned Continuum of Care funded contractors.

d)      Conducts regular program reviews for each assigned Continuum of Care funded contractor to monitor contract compliance and goals as well as to provide technical assistance and when necessary, develop corrective action plans to address any identified issues/deficiencies.

e)      Conducts site visits to review facilities for compliance with health & safety codes and licensing requirements; adequate financial management practices for compliance with both federal and state regulations; and ensures that CoC funded services and state matched funds are provided in accordance with HUD expectations.

 

6. Performs other duties as assigned.

 

PREFERRED QUALIFICATIONS:

1. Excellent written and oral communication skills.

2. Experience in program analysis, program management, program coordination, program planning.

3. Proficiency in using both Microsoft Word and Excel.

4. Ability to handle multiple priorities.

5. Familiar with the agency’s homeless grant programs, specifically Continuum of Care.

6. Experience in preparing contract and/or grant proposal documents including scopes of services, terms and conditions and program budgets.

7. Experience in managing contracts related to program implementation and evaluating contract compliance and performance.

8. Experience working with non-profit agencies.

9. Experience or knowledge of grant/contract compliance.

10. Experience in conducting program and/or fiscal audits/monitoring.

11. Experience in preparing financial statements and budgets.

12. Ability to provide guidance to diverse groups and elicit support and cooperation.

13. The position requires occasional travel throughout the state. Possession of a current and valid Massachusetts Class D Motor Vehicle Operator's license or the equivalent from another state is required.

 

MISSION STATEMENT:

The Department of Housing and Community Development (DHCD) is within the Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents.  DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent, affordable housing opportunities, economic vitality of communities and sound municipal management.

COMMENTS:

Please upload resume and cover letter.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines.

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

QUALIFICATIONS

First consideration will be given to those applicants that apply within the first 14 days (by 08/01/2018).

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

 

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Nancy DePaul - 617-573-1100

 

Application Instruction