Program Specialist I

Shields For Families•Los Angeles, CA

15d•Onsite

About The Position

The Program Specialist I provides coordination and administrative support for program activities to help ensure efficient service operations and compliance with reporting requirements. The role collects, monitors, and tracks data from 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 assigned tasks and projects. Depending on the program assignment, duties may include verifying clients’ Medi-Cal eligibility; coordinating communication among agency departments, law firms, and DCFS social workers; maintaining inventories, schedules, calendars, and supplies; responding to information requests; supporting events and meetings; handling mail and routine inquiries; performing clerical work; entering and maintaining data in office and specialized software; creating program communications; and providing front-office phone coverage. The employee must protect confidential health information and comply with HIPAA and agency policies. This is an in-person, part-time position scheduled Monday through Friday from 9:00 a.m. to 1:00 p.m., for 20 hours per week. The stated hourly salary range is $21.63–$24.03. The position is benefit-eligible, with benefits prorated at 50%.

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 and adapt to changing needs in a dynamic environment.
Accuracy and attention to detail.
Commitment to team goals and the SHIELDS for Families mission and values.
Ability to provide culturally responsive and ethnically informed services, demonstrating respect, sensitivity, and professionalism with diverse communities and clients.
Ability to perform job duties safely and responsibly without compromising the health or safety of oneself or others.
Maintain knowledge of and comply with agency policies and procedures, including HIPAA requirements.
Participate in required HIPAA trainings and briefings and consult with a supervisor about privacy or confidentiality concerns.

Nice To Haves

Ongoing clinical training and CEUs are available.

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 meetings, take detailed notes, and prepare written summaries, minutes, reports, and action items.
Assist the Program Manager with assigned tasks, projects, and administrative responsibilities.
Conduct Medi-Cal eligibility verification and computerized client searches as needed.
Serve as a liaison among agency departments, identified law firms, and DCFS social workers to support communication and service coordination.
Maintain departmental inventories, staffing schedules, activity calendars, and supply inventories; ensure needed items are ordered and available.
Respond to requests for information about program services and support special events and meetings.
Sort, screen, and distribute mail; prepare responses to routine inquiries; and perform photocopying and facsimile tasks.
Perform administrative and clerical duties, including typing, filing, and faxing, and provide 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 in accordance with agency policies and applicable regulations, report suspected or actual privacy breaches, and participate in required HIPAA training.
Perform other duties as requested, directed, or assigned.

Benefits

Employer-paid medical insurance for 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: one day annually.
Chiropractic services.
Retirement 403(b) plan and supplemental insurance benefits.
17 paid holidays, effective upon hire.
Winter break.
Pet insurance.
BBS supervision, ongoing clinical training, and CEUs available.
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.
Employee recognition.
Supportive, fun, and friendly team environment.
Competitive wages and room for growth.