TEMPORARY - Program Assistant: Housing

POSITION DESCRIPTION

Work Remotely and Make a Difference in Your Community! Since 1981, 211 LA has been a leader in the Information and Referral industry by providing access to comprehensive social services and disaster support for Los Angeles County residents, 24 hours a day, 7 days per week.

POSITION: TEMPORARY Housing Program Assistant
REPORTS TO: Program Manager
STATUS: Full Time/ Non-Exempt
DEPARTMENT: Housing

POSITION SUMMARY:

The Program Assistant provides administrative and coordination support for the Winter Shelter and Emergency Response Programs, focusing on the day-to-day admin and coordination tasks that keep the programs running smoothly, along with data management and quality assurance work that supports accurate reporting. 211 LA is a fast-paced work environment in which it is necessary to provide support in a performance-driven, 24/7 social service operation.

Essential Functions / Responsibilities and Duties:

Data Management & Quality Assurance

• Maintain and regularly update Winter Shelter and ERP program databases and tracking systems, ensuring data entry is accurate, timely, and consistent with established data standards and taxonomy.
• Perform routine data quality assurance checks, including identifying duplicate records, missing fields, and inconsistent entries, and coordinate corrections with relevant staff.
• Support data reconciliation across multiple systems and data sources (e.g., data platforms, spreadsheets, external partner exports) to ensure a single source of truth for Winter Shelter and ERP reporting.
• Compile, clean, and validate data sets in preparation for internal dashboards and external stakeholder reports, flagging anomalies or discrepancies before submission.
• Assist in developing and documenting data entry protocols, QA checklists, and standard operating procedures to strengthen data integrity across the Winter Shelter and ERP/WS programs.
• Track key program metrics and generate routine data summaries to support the Program Manager or Director in monitoring Winter Shelter and ERP performance and contract deliverables.
• Maintain confidentiality and data security standards in accordance with agency policy and funder/contract requirements when handling client-level data.

Communication & Stakeholder Coordination

• Serve as a primary point of contact for internal teams and Winter Shelter/ERP program partners, maintaining strong working relationships and consistent communication with stakeholders.
• Receive, screen, and route emails on behalf of the Program Manager or Director; prioritize and respond to requests promptly, courteously, and confidentially.
• Ensure clear, timely communication between the Program Manager/Director and program staff or stakeholders, including updates on assignments, tasks, meetings, concerns, and follow-up items.

Meeting & Task Support

• Prepare for and participate in meetings as requested; develop agendas and materials, provide background information, record minutes when applicable, and ensure follow-up on action items.
• Monitor deadlines for requests and tasks, and take proactive action to support timely completion.

Reporting & Documentation

• Create Winter Shelter and ERP program reports to meet all deadlines and requirements in assigned contracts, per the direction of the Program Manager or Director.
• Maintain accuracy of motel voucher and transportation reports by cross-referencing HMIS data with invoices.
• Create and maintain comprehensive project and agency documentation, plans, and reports for the Winter Shelter and ERP programs.
• Provide an organized work environment by disseminating, tracking, and maintaining information/data, and implementing appropriate organizational systems, including setting up and maintaining project files.

Operational Support

• Support operational logistics and other administrative functions to ensure compliance with Winter Shelter and ERP contract requirements.
• Initiate ideas and assess risk; follow through on projects; support other staff and help promote and maintain positive morale within the unit.
• Perform other duties and assignments in accordance with Agency mission, goals, and values.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable …