Position Summary

Supports the Foster and Homeless Youth Education Services Program. Reports directly to the Director of the Foster and Homeless Youth Education Services Program. Serves as office coordinator for the program; receives and transmits telephone and electronic communications; performs a variety of clerical, technical, data management, reporting, and billing support duties requiring diligent exercise of judgment and initiative. Maintains multiple data systems and supports program documentation, reporting, and compliance requirements. Assists with CALAIM/Enhanced Care Management (ECM) documentation, tracking, and billing processes. Provides training and technical assistance in the identification and tracking of foster and homeless youth/students. This is an 11-month position.

Examples of Duties and Responsibilities

• Gather and maintain required academic and educational information including attendance, discipline, grades, academic performance, Special Education (SPED), and 504 status for foster and homeless students;
• Maintain program data systems and tracking databases;
• Assist with CALAIM/Enhanced Care Management (ECM) documentation, service tracking, and billing preparation activities;
• Perform data entry, reconciliation, and record maintenance to ensure accurate billing and reporting compliance;
• Prepare and submit required monthly, quarterly, and annual reports;
• Train program and district personnel on reporting guidelines, documentation requirements, and data entry procedures related to CALAIM/ECM services;
• Maintain accurate records to support audits, compliance reviews, and program evaluation activities;
• Prepare reports, correspondence, vouchers, receipts, requisitions, statistical and financial data, and related documentation;
• Provide information to and seek information from County Office employees, school and district personnel, State and County representatives, vendors, and community partners;
• Assist in preparation for internal and external audits related to CALAIM/ECM and related funding streams;
• Provide general program and administrative support to the Director and program staff;
• Perform other related duties as assigned.

Knowledge of

• Modern office technology, procedures, and equipment;
• Educational organization, policies, and procedures;
• CALAIM/Enhanced Care Management (ECM) documentation and reporting requirements;
• Basic accounting and billing principles related to public funding programs;
• Methods, practices, and terminology used in manual and automated reporting and data entry
  systems;
• Spreadsheet and report preparation software (e.g., Excel);
• Recordkeeping practices and audit preparation procedures;
• Standard English usage, spelling, grammar, and punctuation;
• Interpersonal skills using tact, patience, and courtesy.

Ability to

• Prepare, process, verify, and reconcile data and billing information accurately and within
  assigned timelines;
• Analyze information and prepare statistical, technical, and financial reports;
• Train staff on documentation and reporting guidelines;
• Maintain organized and auditable records;
• Communicate effectively orally and in writing with internal and external partners;
• Establish and maintain effective working relationships;
• Maintain confidentiality of sensitive student and program information;
• Work independently with limited supervision while managing multiple deadlines.

Education and Experience

• Graduation from high school and not less than four (4) years of progressively responsible clerical, technical, or data management experience, including navigating data systems

Preferred Qualifications

• AA/AS degree
• Experience working in an educational setting and familiarity with student information systems, CALPADS, or public funding documentation processes.
• Experience with public program billing, Medi-Cal, or related reimbursement systems.

Working Conditions

With or without accommodation, this position includes prolonged periods of sitting, frequent computer use, occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds. Visual and auditory abilities are required to perform essential job functions.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment;
• TB testing and/or risk assessment will be required upon employment;
• Other requirements as appropriate for the job responsibilities.
• Possess a valid California driver’s license and have current auto insurance as required by HCOE Board Policy.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Salary: Range 9 on the adopted salary scale for classified employees.