South Middlesex Opportunity Council (SMOC)

Accounts Payable

• Assist Senior Analyst and Accounting team with accounts payable processes by acting as a member of the team.
• Responsible for accounting and analysis of the centralized purchasing and inventory systems.
• Work in collaboration with the A&F team.
• Oversite of agency cost flow analysis for the inventory control system.
• Partnering with the Purchasing Manager.
• Accurately enter and post all invoices into the accounting system.
• Process accounts payable checks and verify information in check register.
• File all accounts payable documentation.
• Process void checks and maintain back-up documentation.
• Research and resolve vendor and employee A/P issues.
• Follow up on all pre-payment backup documentation after payment has been made.
• Set-up new vendors including intake and processing.
• Vendor monthly statement reconciliation.
• Credit card statement reconciliation.
• Attend & participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.
• Other duties as assigned.

Accounts Payable Clerk

Manager

• Primary responsibilities include providing oversight of Residential Assistant for Families in Transition (RAFT) team and working collaboratively with Housing Consumer Education Center (HCEC) Director to ensure timely and accurate processing and payment of RAFT applications.
• Responsible for weekly case reviews to determine file closure, ineligible cases and cases to be approved; ensure HCEC compliance with E2E/HAPPY data and processing requirements.
• Overseeing and providing support to Assessment Specialists during file process, troubleshooting client and landlord issues, handling escalated cases, training and motivating staff, and continuously work on improving RAFT processing in accordance with EOHLCs rules and regulations.
• Complete required paperwork in accordance with company policy.
• Responsible for final review and approval of all RAFT financial assistance applications.
• Responsible for assigning cases and managing Assessment Specialist team and meeting or exceeding EOHLC’s processing benchmarks; troubleshooting and course correcting if targets are lower than expected.
• Provide ongoing support to Assessment Specialists to ensure completion of files, compliance to programs’ rules and guidance and file submission.
• Coach Assessment Specialists with landlord disputes and client issues during file process.
• Serve as backup to Assessment Specialists carrying own caseload when necessary, focusing primarily on emergency cases.
• Oversee, manage, and support work of the Financial Assistance Coordinator, assisting with payment issues, recoupments, landlord inquiries, etc.
• Attend community meetings and events in collaboration with HCEC Director and HCEC Program Supervisor to educate the public about RAFT program; conduct RAFT Provider 101 workshops virtually and in-person.
• Lead Assessment Specialist huddles, group case reviews, and trainings. Continuously work towards improving existing processes and protocols and ensure compliance and data collection.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as SMOC policies & procedures. Other duties as assigned.

Assessment Manager

• Provide case management services to participants in a program serving episodically homeless individuals with relapse histories.
• Ensure adherence to policies and protocols for programs serving chronically homeless individuals, including guidelines for meals, curfews, meeting attendance, client transportation to appointments, etc.
• Develop regular program schedule including activities, meetings, meals, etc.
• Access external resources as appropriate including guest speakers, etc.
• Ensure all participants meet the HUD requirements for entry into the program and that all required documentation is included in the client file.
• Conduct initial service needs assessment with all clients entering the program.
• Develop Individual Service Plan with each participant within three days of entry into the program.
• Work closely with Shelter Staff, Relapse Prevention Managers and Sober Housing staff to identify new program participants.
• Maintain daily contact with clients actively involved in the program.
• Establish and maintain regular contact schedule with all participants for a period of at least 24 months.
• Maintain appropriate files and case notes for each participant.
• Ensure accurate statistical data is maintained and reported monthly.
• Outreach to treatment programs and other community-based resources to establish contacts for client referral; keep detailed log of all referrals made.
• Provide crisis intervention (24-hour cell phone coverage).
• Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
• Attend & participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.
• Other duties as assigned.

Case Manager – Supportive Services

Medical Director

• Responsible for clinical services provided within the program.
• Complete intake assessments on all clients.
• Development of IAP’s for all clients.
• Communicate with all collateral providers to ensure coordination of care. (DCF, Probation, Parole and Methadone clinic)
• Facilitate clinical team meetings.
• Review all clinical paperwork to ensure compliance with licensing and funding regulations.
• Manage, develop and evaluate staff by providing timely mentoring, training and performance management.
• Complete required paperwork in accordance with company policy.
• Follow evidenced based treatment protocols.
• Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
• Attend all required agency-wide meetings, including substance abuse team meetings.
• Attend & participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.
• Responsible for the program and client safety ability to respond to emergencies at any time.
• Other duties as assigned.

Clinical Director, Residential Recovery

Compliance

• Engage clients of the Opportunity Center, perform initial assessment, identify needs and direct/refer the client to the appropriate resource.
• Deliver excellent customer service by providing clients with general information, computer assistance and seminar enrollment.
• Engage all clients by understanding and addressing their needs and referring them to the appropriate resource(s).
• Answer and redirect incoming calls.
• Collect and distribute daily mail.
• Perform initial assessment utilizing the pre-assessment tool.
• Assist with bringing clients to the referred program and ensure the client is engaged by that program.
• Monitor the Opportunity Center; address special circumstances/situations/needs within the Opportunity Center.
• Place supply orders for the Opportunity Center.
• Responsibilities include answering phones, greeting clients, client referrals; may be first point of contact for clients both existing and new.
• Attend weekly Triage meetings.
• Understand all facets of SMOC programs located within the Opportunity Center and resources available externally.
• Stay abreast of and understand new services offered by SMOC.
• Provide clients with computer assistance and seminar enrollment where appropriate.
• Provide excellent customer service and answer client’s questions.
• Support and assist Case Managers within the Opportunity Center.
• Perform data entry including updating data/case notes, CSG and referrals.
• Provide front desk coverage and administrative support as needed.
• Attend & participate in Opportunity Center and engagement team meetings, follow up with client service plans and communicate effectively with clients and staff in other specialty areas.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as SMOC policies & procedures.
• Other duties as assigned.

Engagement Specialist

• Ensure adherence to policies and protocols for programs serving chronically homeless individuals, including guidelines for meals, curfews, meeting attendance, client transportation to appointments, etc.
• Develop regular program schedule including activities, meetings, meals, etc.
• Access external resources as appropriate including guest speakers, etc.
• Ensure all participants meet the HUD requirements for entry into the program and that all required documentation is included in the client file.
• Conduct initial service needs assessment with all clients entering the program.
• Develop Individual Service Plan with each participant within three days of entry into the program.
• Work closely with Shelter Staff, Relapse Prevention Managers and Sober Housing staff to identify new program participants.
• Maintain daily contact with clients actively involved in the program.
• Establish and maintain regular contact schedule with all participants for a period of at least 24 months.
• Maintain appropriate files and case notes for each participant.
• Ensure accurate statistical data is maintained and reported monthly.
• Outreach to treatment programs and other community-based resources to establish contacts for client referral; keep detailed log of all referrals made.
• Provide crisis intervention (24-hour cell phone coverage).
• Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
• Attend & participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.
• Other duties as assigned.

Case Manager, Supportive Services

Customer Support

• Responsible for Project Based Voucher (PBV) new admissions and Housing Choice Voucher (HCV) intake.
• Processing Contract Rent Increases for PBV.
• Maintaining a small caseload of PBV households.
• Providing program support of the Program Representatives.
• Correct all Quality Control errors on a monthly basis.
• Process Contract Rent Increases for PBVs on Housing Assistance Program (HAP) anniversary date.
• Receive Project Base Voucher referrals and determine eligibility; track and process new admissions in system.
• Review new admission files for accuracy and completeness.
• Point person to conduct initial intake and chase of all required documentation for new admission files.
• Manage timeline and log for incoming reasonable accommodation requests.
• Coordinate with Program Representatives to process all third-party requests needed including employment, childcare, non-wage sources, unemployment, and child support.
• Ensure compliance with program/department, agency and/or funder requirements, as well as SMOC policies & procedures.

Intake and Support Specialist

• Provide case management services to assigned clients transitioning from emergency shelter into their own housing.
• Case management includes initial and ongoing assessment with regular follow up and referrals/linkages to community-based services.
• Perform home visits.
• Provide coordinated housing search of private market rate housing as well as various subsidized housing programs.
• Develop and maintain relationships with outside landlords and community providers to assist in the identification of affordable housing options for families.
• Establish a stabilization plan with each family and update every 30 days until stabilization services have ended.
• Provide housing search assistance to clients without a voucher or subsidized housing.
• Maintain up-to-date case notes, telephone contact log and referrals to community-based services.
• Enter all client data into the required database(s) on a daily basis.
• Coordinate all services required by the stabilization plan.
• Work collaboratively with other staff on housing, employment search and stability as indicated in the stabilization plan.
• Establish a respectful relationship with clients and schedule quarterly home visits to monitor the service plan.
• Advocate in Housing Court and help tenants maintain their housing.