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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00232174 |
Description Activated On: 1/27/2022 7:32:26 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Provides day-to-day support for the Homeless Management Information System (HMIS), Continuum of Care (CoC), Emergency Solutions Grant (ESG) Programs, and Consolidated Plan; coordination of and planning for homeless-related programs; and, supplemental monitoring for federal programs administered by the Center for Community & Housing Development. Oversees the coordination of IT personnel, contractors and staff in the development and upgrading of the HMIS system. Provides staff support for HMIS and data related committees. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Responsible as staff person for the maintenance of, and analysis of data provided by users of the Homeless Management Information System. Tasks include: Reviews system needs and identify other resources to support the HMIS system in Continuum of Care (CoC) federal funding NOFA. Assist with the electronic registration of Continuums with HUD NOFA, collects documentation necessary for funding application process, reviews local agency data and state agency data that is used to facilitate the funding process. Maintenance of files of annual applications, agency agreements, privacy and confidentiality agreements, and related documents. Assists with registration and training of system users, scheduling, management of logistics and operating technical equipment. Maintains registrations in reference library. Coordination of Technical Support for PA Homeless Management Information System (PA HMIS). Task includes preparation of Participation Agreements for Homeless Service Providers, collection of Privacy and Security Records and User Agreements, enrollment of agency staff in PA HMIS, assists with technical assistance with System Users and maintenance of communication records for each provider as well as completing and maintaining records of technical assistance utilizing Help Desk software in agency records. Coordination of response to requests for technical assistance to ensure coverage and timely response to issues. Tasks include prioritizing calls/written requests from system users; documenting monthly data quality reviews and system utilization audits to increase agency participation. Assist with monthly performance measurement reviews with participating agencies and delivers summary report for Continuum of Care Board and Committees. Maintains records of technical assistance and performance measurement reports in agency records. Recommends to supervisor and participating CoCs any upgrades to the HMIS system when new data parameters are issued by HUD. Maintains the agency’s help desk for HMIS. Coordination of training for System Users of PA HMIS. Tasks include coordination and distribution of PA HMIS Training Schedule, registration of system users to be trained, scheduling, management of logistics and operating technical equipment necessary for delivery of training, maintenance of records of training materials and training rosters in reference library. Compiles data from PA HMIS and collects compliance reports from federal grantees (i.e. Continuum of Care, ESG, PATH, HEARTH, etc.). Assists in the preparation of various monthly, quarterly and annual reporting on statewide homeless activities to HUD, to the Balance of State Continuum of Cares in response to requests from stakeholders. Maintenance of records of all data reports. Serves as the contact person for issues on the reporting with HUD and other agencies and provides information to supervisor.. Assists in collecting data for the annual Consolidated Plan, Annual Action Plan and Consolidated Annual Evaluation and Performance Report submission which details federal program priorities and application for federal funding from HUD. Task may include research and data collection, assisting with the preparation of reports and summaries on funded activities for the homeless, and coordination of documents for submission of Plans and Annual Reports to HUD. Collects data for reporting submissions for AHAR (LSA), HIC, PIT, ESG, CAPER, Program-level APR’s, HMIS APR, System Performance Measures (SPM), and Continuum of Care Ranking. Collects data for local organizations to certify that their proposals/activities for the NOFA are consistent with the Consolidated Plan. Task includes, review and analyze data to include in final documents prior to submission of the application to HUD.. Staffs multiple committees. Task includes assisting with the coordination of agendas, contacting speakers, ensuring all logistics for meetings, completing public notices of meetings in the PA Bulletin and preparing Sunshine Notices as well as preparing and distributing notices to committee members. Preparation and distribution of minutes of all meetings, maintenance of files of all minutes. Preparation of multiple mailings to the public and special interest groups. Maintains records of all APRs prepared and submitted for payment of invoices received for services rendered (i.e. catering, newspaper ads, translation services, technical support, etc.). Works with DCED’s legal department in keeping the contracts current and using the correct language as forth by HUD regulations. Assists with on-site and remote monitoring of CoC and ESG program grantees. This will include a review and evaluation of the communities’ ability and competency to administer homelessness programs; program eligibility and data integrity; federal regulatory compliance; and, capacity to administer data and fiscal systems. Performs support duties regarding office procedures and tasks related the Consolidated Plan, homeless Continuum of Care issues, and Homeless Management Information System on behalf of or in conjunction with division chief, grant managers, as well as federal, state and local agencies. Serves as the liaison with the DCED web consultant in maintaining the Division’s documents, announcements, guidelines, and notices on the web. Maintains the Homeless site on the DCED website to keep current the information on the Continuums of Care which include important deadlines, contact lists and meeting notices and meetings. Provides support in entering data on grantee compliance reports in appropriate reporting databases (i.e. e-SNAPS, SAGE, HDX, Client Track, Electronic Single Application, Federal Tracking System and maintenance of websites for CoC. Extracts records and collates data to compile reports and presentations; including dashboards. Provides support for other staff that manage requests for proposals, application review, contracts, amendments, reports, etc. related to setting up and conducting webinars and conference calls as necessary. Extensive travel to participate in CoC meetings, workgroups, committees, conference, and other learning opportunities. Performs other duties as assigned. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Has wide latitude in administration of HMIS with supervisory input only on sensitive and policy matters. Has ability to schedule and conduct onsite monitoring of grantees. Makes independent judgment on the programmatic and data administration capability of each grantee applying for assistance to operate homelessness programs. Makes recommendation to supervisor for possible capacity issues and how they can be resolved. After analysis of HMIS data and information, has considerable ability to recommend changes in program direction and focus. Develops independently the analysis of HMIS data and draws conclusions on patterns and trends. Presents these to the supervisor for inclusion in written reports and documents. Determine content for documents and reports related to the Consolidated Plan for federal programs which is submitted on the Department’s behalf for federal funding. Review and adapt Continuum of Care application process to ensure that DCED receives necessary information and is in regulatory compliance. Manages activities associated with the timely submission of the Consolidated Plan. Provide complex technical assistance to a variety of parties. Negotiates resolutions of complicated compliance issues with a variety of parties. Develops and implements programmatic procedures and guidelines. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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