Coordinated Entry Specialist

Position Title:                   Coordinated Entry Specialist
Program/Dept:                 Resource Connect Solano
Reports to:                        Program Director
Classification:                   Regular, Full-Time, Non-Exempt
Salary Range:                   $27.30 - $30.00/HR DOE + Full Benefits Package

Shift:                                  Monday – Friday, 8:30am – 5:00pm 

Agency Description: 

Caminar and our divisions transformed the lives of over 31,000 youth and adults across San Mateo, Santa Clara, San Francisco, Solano, Contra Costa, and Butte counties last year through education, behavioral health care, and support. Driven by compassion, science, and our understanding of root causes, we deliver high-quality prevention, treatment, and recovery services to those with complex mental health, substance use, and co-occurring needs.

We understand that quality behavioral health outcomes occur when a person is supported in all their basic human needs, and we actively partner with our clients and the community to address the social determinants of health that lead to sustained well-being. We are here to empower and support the most vulnerable members of our community to move toward wellness, resilience, and independence.

Caminar values diversity. People of all races, ethnicities, countries of origin, faith, abilities, sexual orientations, gender identities are welcome here.  

Position Description/Summary:

We are seeking a highly skilled and dedicated Coordinated Entry Specialist to join our team. This role is critical in conducting intakes and vulnerability assessments, participating in case conferencing, and engaging in community events. The specialist will be responsible for conducting outreach to participants, managing a minimum of 20 calls daily, and creating participant profiles in the Homeless Management Information System (HMIS). A strong commitment to ensuring HIPAA compliance and maintaining the confidentiality of participant information is essential. These core duties are integral to all members of the Coordinated Entry Team and require the flexibility to work out of either our Vallejo or Fairfield office locations. Additionally, the Coordinated Entry Specialist will support the team with various tasks as needed to further our mission and operational goals.

The duties of a Coordinated Entry Specialist include, but are not limited to, creating and maintaining participant profiles in the Homeless Management Information System (HMIS) and conducting thorough triage assessments to determine appropriate program placement or resource connections for each participant. The role involves proactive outreach to participants, including visits to encampments across Solano County, ensuring that individuals are engaged and connected with necessary services. Additionally, the specialist is responsible for tracking and monitoring all data entered into the system, meticulously managing daily statistics, and efficiently handling time management tasks.

In this role, a Coordinated Entry Specialist is also expected to collaborate with other team members and community partners to ensure a coordinated approach to service delivery. This may include participating in case conferences, contributing to the development of service plans, and providing ongoing support to participants as they navigate the system. The specialist must demonstrate a high level of professionalism, organization, and attention to detail to maintain accurate records and contribute to the overall effectiveness of the Coordinated Entry system. Additionally, the Coordinated Entry Specialist will perform other duties as assigned to support our team's mission and operations.

Essential Duties & Responsibilities:

• Perform system access point assessments; facilitate prioritized client referrals to emergency shelter, housing, and services; and publicize the availability of housing and/or services provided by Housing First Solano.
• Acquire and maintain current knowledge about provider programs and subpopulation needs throughout Solano County
• Identifying and recommending system adjustments based on performance and demonstrated service gaps
• Work in partnership with the CAP Solano JPA, Housing First Solano, the Cities of Benicia, Dixon, Fairfield, Rio Vista, Suisun, Vacaville, and Vallejo, and the County of Solano to ensure that the Coordinated Entry System is easily accessible to individuals seeking housing or services; and ensure that the system is advertised as that its availability is known to persons experiencing homelessness or at risk of homelessness.
• Conduct Multiple Pre-Screening Triage (DV, P&D, Access) Questionnaires with clients to determine if a Mainstream Service or other Access Point connection is appropriate or if a client needs to be scheduled an intake appointment.
• Field and record the answers to a brief set of pre-screening questions in HMIS to determine the household’s eligibility for entering the housing crisis response system (HMIS).
• Maintain relationships with the various programs in our community to promote our services and improve access to the CES.
• Use the Vulnerability Assessment Tool and conduct client assessments from multiple locations across the CoC in Solano County.
• Enter data into HMIS and ensure client privacy is maintained for data accessed from HMIS for assessment and referral services
• Ensure that privacy, safety, and client choice in housing, services, and location are optimized through Coordinated Entry for individuals and families fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, or stalking, including those who are seeking shelter or services from non-victim service providers. Confirm that data about these populations is not entered into HMIS but rather kept in a private database, and that any data released about this population is aggregate only.
• Produce and update by-name list and facilitate case conferencing meetings for referrals of clients off the by-name list.
• Coordinate and recruit more providers to participate in the coordinated entry system, particularly among the faith-based community and those who serve families and youth.
• Attend meetings of the Coordinated Entry Work Group and CoC General Membership and present progress reports as requested.
• Contribute to the annual report for the CoC Board and CAP Solano JPA outlining the contributions of the Coordinated Entry Agency
• Perform all job functions in cooperation with the supervisor, other staff, and other providers involved in the service effort, including sharing information regarding all important interventions.
• Attend and complete trainings as assigned and in a timely manner.
• Participate in promoting a safe, healthy and clean working environment at all times consistent with applicable laws, industry standards and the agency’s own Health & Safety Program.
• Complete and submit accurate time sheets and absence reports to Program Director in a timely manner.
• Participate in staff meetings and attend other meetings, as assigned making sure to be on time to all meetings and cameras on for all virtual meetings.
• Hourly communication in Ring Central, Emails, and Direct Lines throughout the day
• Complete and submit accurate time sheets, time tracking worksheets and absence reports to Program Director in a timely manner.
• Ability to multi-task, time-management, data entry, and documenting every interaction with participants in the appropriate database
• Actively nurture and advance the cooperative, harmonious and teamwork oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies and procedures.
• Perform other related duties, responsibilities and special projects as assigned.

Qualifications and Requirements:

• Must be passionate about Caminar's mission.
• BA/BS in a social work related field.  Absent BA/BS, a minimum two-years (4000 hours) of verifiable program experience in the provision of direct services to homeless individuals is preferred.
• Demonstrated experience in a program serving homeless individuals strongly preferred.
• Excellent computer skills in a Microsoft Windows environment including email and Internet navigation required. Experience with Homeless Management Information Systems strongly preferred. Experience with web based time and attendance and staff training and development system strongly preferred.

• Ability to maintain a high level of confidentiality, a professional demeanor and to represent the organization in a positive manner at all times.
• Ability to work with minimal supervision and exercise good judgement; strong verbal and written communication skills to include report creation. Communicating with team members and program director throughout the day is vital to the success of the program and services being offered to participants
• Must demonstrate acceptable level of maturity, good judgment, and emotional stability.

• Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.
• Oral and written communication—speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.   Completes written progress notes and other formal communications skillfully and professionally.
• Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

• Safety and security—actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
• Must be a dynamic self-starter with demonstrated ability to work independently on special projects.

Physical, Environmental and Mental Requirements:

• Physical: Occasionally required to push/pull objects up to 50 lbs, and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. Must be able to walk, stand, sit for extended periods.
• Sensory: Frequently required to read documents, written reports, and plans. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc. Must be able to speak clearly and understand/be understood using the English language.
• Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days.
• Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loud noises.
• Equipment: Frequently required to use a computer, phone, and fax machine.

Veterans, Persons of Color and Current or Formerly Homeless Persons are encouraged to apply

Resource Connect Solano provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, RCS complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Special Requirements:

• Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices.  

• This position will require occasional driving.  A valid California driver license, reliable personal vehicle, current personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are all essential job requirements. 

• You will be required to drive your own vehicle on various errands, as required; documenting and reporting mileage according to agency procedures, so that services can be provided in a timely manner; always comply with agency vehicle policy. 
• Must be able to pass post offer, pre-employment medical and drug tests as required under State Community Care Licensing regulations and/or agency policies.  

• A personal cell phone with reliable service and, if applicable, a data plan to use for business purposes.    

• May be required to obtain and maintain First Aid and CPR certification, TB exam, Physical medical exam. 

• Be able to start work and end work in any city in Solano County: Fairfield, Vallejo, Suisun, Benecia, Rio Vista, Dixon, and Vacaville 

We've Got You Covered

Medical, Dental, and Vision 
Health coverage choices to fit you and your family’s needs. A zero-cost option for employee only and generous contributions to employee and dependent premiums. 

Flexible Spending Account 
Receive tax savings on out-of-pocket health care costs. 

Employee Wellness Program 
We’ll reimburse you for a portion of your gym/fitness dues. 

Life, Long-term Disability, and AD&D Insurance 
Provided at no cost to our full-time employees. Includes an option to purchase additional life coverage for both employees and dependents. 

Paid Time Off 
We offer twelve paid holidays and a generous sick and vacation benefit. 

401(K) Retirement Savings Plan 
We offer options for both pre-tax and post-tax (Roth) contributions.  
 The plan also offers an employer match on eligible employee deferrals at one year of service. 

Commuter Benefits 
Commuting to work each day can be expensive. Receive tax savings on your commuting costs! 

Employee Assistance Program 
 For whatever issue you might face, our Life Assistance Program offers free, confidential assistance at no cost to you. 

Caminar is a leader in providing innovative client-oriented mental health services.  We are an equal opportunity employer.  Please visit our web site at www.caminar.org