Program Specialist I

SHIELDS FOR FAMILIES•Los Angeles, CA

20d•$22 - $24•Onsite

About The Position

The Program Specialist I provides coordination and administrative support for program activities, helping ensure efficient service operations and compliance with reporting requirements. The role collects, monitors, and tracks data submitted by Peer Partners and the Program Manager, compiles weekly reports for the Data Entry Specialist, attends scheduled meetings and prepares notes and summaries, and assists the Program Manager with projects and administrative tasks. The position is part-time, 20 hours per week, and is performed in person, Monday through Friday from 9:00 a.m. to 1:00 p.m. Depending on the program assignment, duties may include verifying Medi-Cal eligibility and conducting computerized client searches; serving as a liaison among agency departments, law firms, and DCFS social workers; maintaining inventories, staffing schedules, calendars, and supplies; responding to information requests; supporting events and meetings; handling mail and routine inquiries; and performing clerical duties. The specialist also enters and maintains data in Microsoft Office and specialized systems, may create program communications and social media content, and may provide front-office phone coverage. The employee must protect the confidentiality and security of protected health information in accordance with SHIELDS policies and applicable laws, including HIPAA. Required HIPAA training and prompt reporting of suspected or actual privacy breaches are conditions of continued employment. The role requires compliance with agency policies, clear communication, computer and office-software proficiency, adaptability, accuracy, teamwork, and culturally responsive, professional service to diverse communities.

Requirements

High school diploma or equivalent.
Experience in Social Services or a related field is preferred.
Experience working with high-risk families.
Excellent customer service skills, including professional phone etiquette and strong verbal and written communication abilities.
Proficiency in Microsoft Office applications, particularly Word, Excel, and Access.
Knowledge of general office procedures and equipment.
Ability to communicate ideas, information, and perspectives clearly and effectively, verbally and in writing.
Ability to work independently, remain flexible in a dynamic environment, and maintain accuracy and attention to detail.
Ability to perform job duties safely and responsibly without compromising personal or others’ health or safety.
Commitment to team goals and the SHIELDS for Families mission and values; ability to adapt by developing new skills and knowledge.
Ability to provide culturally responsive and ethnically informed services with respect, sensitivity, and professionalism.
Maintain knowledge of and comply with agency policies and procedures, including HIPAA requirements; protect PHI and participate in required HIPAA training.

Nice To Haves

Experience in Social Services or a related field.

Responsibilities

Coordinate and provide administrative support for program activities and daily operations.
Collect, monitor, and track data submitted by Peer Partners and the Program Manager, and compile weekly reports for the Data Entry Specialist.
Attend scheduled or required meetings, take detailed and accurate notes or minutes, and prepare written summaries, reports, decisions, and action items.
Assist the Program Manager with assigned tasks, projects, and administrative responsibilities.
Depending on program assignment, conduct Medi-Cal eligibility verification and computerized client searches for program clients.
Serve as a liaison among agency departments, identified law firms, and DCFS social workers to facilitate communication and coordination of services.
Maintain departmental inventories, staffing schedules, activity calendars, and supply inventories; ensure necessary items are ordered and available.
Respond to requests for information about program services and support special events and meetings.
Sort, screen, and distribute incoming and outgoing mail; prepare responses to routine inquiries; and perform photocopying and faxing.
Perform administrative and clerical duties, including typing, filing, faxing, and general staff support.
Enter and maintain data using Microsoft Word, Excel, Access, and other specialized systems.
Create program flyers, newsletters, bulletins, and social media content as applicable.
Assist with front-office phone coverage when needed.
Maintain the confidentiality and security of protected health information, complete required HIPAA trainings and briefings, and promptly report suspected or actual privacy breaches.
Perform other duties as requested, directed, or assigned.

Benefits

Employer-paid medical insurance for the employee and family; benefits are prorated at 50%.
Employer-paid dental, vision, and group life insurance for the employee; benefits are prorated at 50%.
Employer-paid sick pay: 12 days per year.
Employer-paid vacation pay: 10–20 days per year depending on years of service.
Employer-paid anniversary holiday: 1–5 days annually depending on years of service.
Employer-paid birthday holiday.
17 paid holidays, effective upon hire.
Retirement 403(b) plan and supplemental insurance benefits.
Chiropractic services.
Pet insurance.
BBS supervision, ongoing clinical training, and CEUs.
Employee referral bonus.
Employee Assistance Program.
Employee discount programs for theme parks, movies, hotels, and car rentals.
Paid educational leave.
Paid drive time and mileage reimbursement.
Eligible for Federal Student Loan Forgiveness.
Anniversary bonus after 5 years of service.
Winter break.
Supportive, fun, and friendly team environment; competitive wages and room for growth.