Coalition Assistant

Job Title: Coalition Assistant
Date: February 2024

FSLA Status: Non-Exempt

Reporting Relationship: The position reports directly to the Director of Homeless Services

Purpose and Scope: Provide homeless coalition/Continuum of Care (CoC) staff support to ensure compliance with the State of Florida homeless coalition staffing grant contract by assisting with the development of the local homeless continuum of care plan, as described in 420.624 F.S. and meeting and maintaining compliance with duties and activities required by 420.634, F.S. As support staff to the CoC, ensure compliance with the responsibilities of the CoC, as prescribed in 24 CFR 578.7 and 578.9. Assist with facility management and special events as needed.

Job Responsibilities and Essential Functions Related to the Homeless Coalition:

• The incumbent will provide key coordination for the CoC planning and governance activities related to the Homeless Services Network.
• Serve as support staff for the Homeless Services Network of Suwannee Valley (HSNSV) homeless coalition, supporting meeting functions including reserving locations, when/as needed, generating meeting notices and agendas, updating annually the governance charter (See 24 CFR 578.7(a.)(5), and taking minutes.
• Assist in the preparation of the monthly coalition staffing grants reports.
• Monitor communications related to the work of the homeless coalition, including but not limited to HUD Exchange, National Homeless Information Project, Florida Coalition to End Homeless, U.S. Interagency Council on Homelessness, etc. and generating files for such documents as needed or requested as well as communicate the information to parties who it applies to.
• Participate in the generation of the applications for Homeless Prevention Grant, Emergency Solutions Grant, Challenge Grant, and Homeless Coalition Staffing Grant. Collaboratively, with other staff, prepare the HUD CoC application and related HUD submissions including participating in conference calls, drafting documents for grant applications, and collecting information needed.
• Serve as the contract coordinator between UWSV, as the homeless coalition lead agency, and the sub-grantee agencies for the Challenge, TANF, and Emergency Solutions Grants, including conducting and reporting on site visits, and evaluating outcomes of projects and reporting to HUD.
• Conduct and report on site visits of Challenge Grant, ESG and other grant project sponsors, and participate in site visits for other coalition-related grant recipient monitoring.
• Update all forms required for client files per contracts.
• Coalition capacity duties including maintaining contact lists of faith-based community, elected officials, etc.
• Monitor match for all grants.
• Pursuant to HB 7165 regarding Early Learning, secure and submit Early Learning Coalition referrals for those households identified as homeless.
• Serve as staff to the Review Panel Committee by taking, maintaining and distributing minutes.
• Coordinate all logistics regarding the Point-in-Time (PIT) activities up to and including the actual survey of homeless individuals which includes assisting with supply ordering, training, and meeting documentation (attendance/minutes). Analyze and report PIT data to HUD and state to meet grant requirements.
• Maintain knowledge of HMIS and ability to respond to agency/user questions.
• Participate in HMIS Users Group.
• Participate in the System Performance Committee.
• Provide back-up support for coordinated entry calls.
• Enter client information in HMIS as needed.
• Enter financial assistance surveys in HMIS for client assessments.
• Landlord/property owner engagement and appreciation.
• Assist with application entries.
• Enter HMIS client data in the HMIS database.
• Assist with redacting documents needed for client files.
• Coordinate with the case managers to add the follow-up reviews to the HMIS database.
• Enter client information in HMIS as needed.
• Veteran Summit.
• MISSION UNITED.

Other Project Responsibilities:

• Maintain updated resources.
• Keep 2-1-1 updated with local resources.
• Update the homeless services directory.

Knowledge, Skills and Abilities:

• Excellent organizational and planning skills; ability to prioritize and manage multiple assignments; strong attention to detail.
• Strong knowledge of CoC and ESG Program Requirements.
• Excellent written and verbal communication.
• Ability to develop strong trusting relationships in order to gain support and achieve results.
• Ability to work in a variety of settings with culturally-diverse families and communities with the ability to be culturally sensitive and appropriate.
• Ability to legally operate a motor vehicle and provide own transportation.
• Ability to maintain confidentiality.
• Proficient computer skills (including Microsoft Excel, Word, PowerPoint, Canva, ConstantContact) and ability to share computer knowledge.

Education and Experience:

• BS/BA in Social Work, or related preferred.
• 1-2 years' experience as a social worker.
• Any equivalent combination of experience and education from which comparable knowledge, skills and abilities have been achieved may be acceptable.

Americans with Disability Specifications:

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.