CONTINUUM OF CARE PROJECT COORDINATOR - COORDINATED ENTRY LEAD
The Continuum of Care Project Coordinator (Coordinated Entry Lead) is an integral member of the Tucson Pima Collaboration to End Homelessness Coordinated Entry system and is primarily responsible for support in implementation of the community's assessment and housing navigation plan. This includes continuous quality improvement, marketing and affirmative outreach, communications, grant and sub-recipient management, property owner/manager engagement and collaboration with community planning bodies. Tasks will involve coordination of the existing resources within the community, engagement with outreach teams and case managers, conducting assessments in areas of need, development of new resources, and reporting on the successes of the Coordinated Entry System. The Coordinated Entry Lead will also work with the Homeless Management Information System (HMIS), staff the TPCH Coordinated Entry Committee, coordinate on data-driven projects and information requests, and support other Continuum of Care activities throughout the year.
Coordinates project activities, including contracts for services. Some positions manage rental properties. Provides information to neighborhood associations regarding City policies, processes, and procedures as it relates to neighborhood association organization, developing tools and methods for communicating with their members, establishing programs designed to improve neighborhood quality of life, and responding to inquiries through NOVA and other City customer intake systems.
Supervises and coordinates the equivalent of two or more fulltime employees and all assigned work in a unit ensuring timely and quality activities to respond to the needs of the City, community, department, and unit.
Assists with the implementation, evaluation and interpretation of department policies, projects and procedures.
Manages, coordinates, and determines priorities of work load, monitoring levels of resources, establishing time lines, assigning work, monitoring progress, recommending changes and suggestions, writing, reviewing and editing reports prepared by staff, and approving completed projects and reports.
Implements controls for appropriate unit staffing and effectiveness by participating in the recruitment and hiring of employees, making recommendations on employee discipline, and other human resources issues, evaluating and managing employee performance, discussing and identifying personnel issues and facilitating resolutions, promoting positive morale in the unit, ensuring staff is trained appropriately for maximum performance, and providing leadership and guidance.
Contributes to the needs of the community and City by implementing and causing others to implement the organization's values and strategies by leading through example, competency, and accountabilities.
Provides customer service by responding to information requests, conducting research, providing solutions to problems, and correcting errors.
Ensures that unit work conforms to local, state, and federal governmental regulations, and other applicable rules and requirements.
Plans, organizes, implements, and assists in the coordination of project activities by monitoring funding allocations, coordinating fund distribution, developing policies, coordinating various services, attending meetings, managing and monitoring various aspects of the project, communicating with other departments and agencies, analyzing and resolving organizational and procedural problems, completing program client intake and qualification for program assistance.
Develops and coordinates contracts for services by negotiating and writing contracts, monitoring contract performance, investigating and resolving complaints, reviewing reports, approving payments requests, and maintaining files.
Develops and manages various programs by conducting site visits, providing technical assistance as needed, inputting data into the computer, writing grant applications, coordinating activities of staff, reviewing technical standards and budgets, responding to management and public requests, and managing relocation programs.
Minimum Education Level & Type: Associate's Degree (commensurate professional experience may be used to substitute this requirement)
Minimum Experience Qualifications: At least 2 years of experience delivering community services for people experiencing or at risk of experiencing homelessness
Valid and unrestricted Class D Arizona driver's license and ability to drive City of Tucson vehicles
Special Job Requirements
- Knowledge of the Microsoft Office Suite and advanced proficiency with data input, reporting and continuous quality improvement within the Homeless Management Information Systems (HMIS)
- Proficiency with Vulnerability Index - Service Prioritization Decision Assistance Tool (VI-SPDAT) or similar assessments and triage tools
- Ability to coordinate multiple agencies and service providers to coordinate care, housing and service access for individuals experiencing homelessness
- Excellent communication skills to include the ability to communicate clearly in writing and verbally to a wide range of audiences
- Familiarity and knowledge of the Tucson Pima Collaboration to End Homelessness and/or another HUD Continuum of Care
- Outstanding organizational skills and ability to effectively prioritize and manage multiple tasks at the same time, with a full calendar of meetings and events
- Ability to conduct self-directed work and function as part of a team
Continuous Quality Improvement:
- Administer assessment, housing stabilization planning, and other training as needed for TPCH Coordinated Entry Access Points, outreach programs and community navigators
- Provide administrative support to the annual Coordinated Entry system evaluation and system improvement plans
- Conduct regular assessment of the Coordinated Entry system and develop system improvement strategies in partnership with the TPCH Board, Coordinated Entry Committee, and HMIS Lead
- Monitor effectiveness of navigation and housing stabilization services and recommend system improvements as needed
Marketing and Affirmative Outreach:
- Develop and implement outreach/marketing strategies to reach people experiencing or at risk of experiencing homelessness including affirmative outreach strategies targeting people least likely to apply for services
- Conduct community outreach to landlords, community groups, and the general public regarding homelessness, the Coordinated Entry system, and efforts to prevent homelessness in Tucson and throughout Pima County
- Develop and facilitate communication and coordination among Coordinated Entry access points, community assessors, outreach programs, and navigation service providers
- Coordinate and issue external communications regarding the Coordinated Entry system
- Serve as a point of contact for public inquiries regarding the Coordinated Entry system, referring media requests to appropriate person(s) as defined by the TPCH Governance Charter and/or Operating Policies
- Issue written communications and respond to information requests from the TPCH membership and broader community regarding Coordinated Entry system changes
- Issue written and oral communications to internal Coordinated Entry system stakeholders and TPCH Board when such communications relate to the City of Tucson's Coordinated Entry responsibilities
- Maintain accurate and up to date information about Coordinated Entry services and access options on the TPCH website, 211 Arizona, and other outlets
Grant and Sub-recipient Management:
- Maintain accurate grant and sub-recipient files
- Coordinate monthly Coordinated Entry grant team meetings and activities
- Prepare and issue sub-recipient agreements in accordance with funder requirements and City of Tucson policies
- Conduct risk assessment, monitoring and performance evaluation of sub-recipient agencies
- Review sub-recipient payment requests and programmatic reports for compliance with funder and City of Tucson requirements and performance goals and process approved payment requests
- Manage grant budget to ensure timely and allowable use of federal funds; compliance with federal, TPCH and City of Tucson requirements; and completion of project objectives
- Prepare reports for submission to City of Tucson, TPCH, funding agencies and broader community
- Prepare funding requests to support the Coordinated Entry system
- Provide technical assistance wo subrecipient agencies to promote best practices and effective coordination of assessment, navigation, and housing stabilization services
Direct Service Delivery:
- Coordinate centralized scheduling process for Coordinated Entry access point
- Conduct Coordinated Entry assessment and housing stabilization planning with persons experiencing or at risk of experiencing homelessness
- Collaborate with the TPCH HMIS Lead to facilitate case conferencing and other activities to expedite housing placement and success of persons experiencing or at risk of experiencing homelessness
- Represent the City of Tucson on the TPCH Coordinated Entry Committee and/or other community committees, subcommittees, and work groups as assigned
- Develop and implement best practices in assessment, housing navigation, and housing stabilization services in collaboration with TPCH stakeholders
- Collaborate with the HMIS Lead and TPCH Coordinated Entry Committee to conduct annual review of the TPCH Coordinated Entry Policies and Procedures and update as needed
- Coordinate training and communication between public access points to ensure consistent delivery of triage, diversion, housing stabilization, and assessment services
- Conduct annual monitoring of public Coordinated Entry access points, issue reports to the TPCH Coordinated Entry Committee and TPCH Board, and implement performance improvement strategies as needed
- Bachelor's degree
- Bilingual written and spoken English/Spanish
- Prior experience of homelessness and housing instability
- At least 3 years of experience delivering and/or administering community services for people experiencing or at risk of experiencing homelessness
- At least 2 years of experience working with the Tucson Pima Collaboration to End Homelessness or another Continuum of Care's Coordinated Entry process including assessment and reporting, housing, navigation, case conference and matching/housing placement activities
- At least 2 years of experience managing federal grant awards with a preference for prior experience managing U.S. Department of Housing and Urban Development Homeless Assistance grant programs.
Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile, and the responses to their supplemental questions. Eligible applicants will then be invited to participate in an Oral Board interview.
Oral Board Interviews will be held on January 19, 2023
Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List. An applicant's ranking on the Civil Service List will be based on their final score which will be calculated as follows:
10% of your rating for Education and Work Experience combined with your Supplemental Questionnaire Responses
10% of written score for submitted Cover Letter and Resume' Review** (see below for writing prompts that must be included in your Cover Letter submission)
80% your Oral Board Interview
This recruitment will establish a civil service list that will be utilized to fill vacancies occurring within the next 6 months.
**Hiring Interviews will be conducted after establishment of eligibility list***
***Please note that this is a GRANT FUNDED position. Employment in this position is contingent upon available funding.***
**IMPORTANT COVER LETTER WRITING PROMPTS AND SUBMISSION INFORMATION***
A requirement of this recruitment is to submit a copy of your current resume along with a cover letter - in order to submit both of these documents it is important that you scan both documents into one pdf and upload that document into the Resume' tab on the application. Please note that the system will not allow you to upload more than one document. If you are having issues uploading your document, please email your resume' and cover letter prior to the close date listed on this job posting. Documents can be emailed to Neil Nickol, HR Analyst at Neil.Nickol@tucsonaz.gov Documents received after the posting closes will not be accepted for review. Failure to submit your resume' and cover letter, which is a scored portion of this recruitment will remove you from the candidate pool and will not allow you to move forward in the process.
Your cover letter will be scored on your responses to the following writing prompts:
1) Indicate your prior experience working with Continuums of Care and Coordinated Entry systems including any prior experience conducting Coordinated Entry assessment, evaluation, and/or system leadership.
2) Your qualifications for this position as they relate to the specific job duties described in the position description.
3) Your prior experience coordinating community-level interventions and initiatives, and any prior experience related to grant reporting and management, development and delivery of training curricula, and data analysis/evaluation.
4) Your career goals and how this position furthers those goals.
Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List. If you qualify for preference points as outlined in the Employment Profile, you must upload your documentation as part of the application process. The DD 214 must be a copy that indicates characterization of service. If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please contact Neil Nickol by email at firstname.lastname@example.org at least 48 hours prior to the assessment.
You are highly encouraged to print this bulletin because it contains important testing dates and information that you will need to refer to later, as it will not be available after the closing date.
Additionally, communication during this process will be sent via email, so please ensure your browser accepts emails from email@example.com and check your email account regularly. Failure to respond or follow instructions may result in disqualification.
Pre-employment Medical Testing Requirements
To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.
The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.
Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.