Program Management Analyst - Homeless Systems

As a critical component of the County organization, the County Executive Office (CEO) is responsible for recommending and implementing Board of Supervisor Policies, preparing and administering the County budget, recruiting and retaining a high-caliber workforce, and negotiating and administering contracts with various labor organizations. The Office also engages extensively with local cities and other public jurisdictions within the County, representatives of state and federal governments, and community-based organizations. In conducting business, the Office strives to deliver high-quality services in a fiscally prudent manner while consistently fostering a culture of collaboration among agencies to better integrate and coordinate services., The Housing and Homelessness Solutions (formerly Community Development) Division reports to the Assistant County Executive Officer advising and pursuing programs and policies serving the diverse housing needs of Ventura County’s residents, primarily those with limited to no income. Members in this unit provide support to the Countywide Continuum of Care, administer a wide array of federal and state grants for unhoused and low-income residents, and promote the development of safe, affordable housing for the County’s residents., As the Homelessness Systems Lead, you will be at the center of the Countys homelessness response system, using data, policy, and partnerships to drive meaningful changes for people experiencing homelessness and the communities that support them.

Under general direction of the Deputy Executive Officer/Homelessness Solutions Director, the Program Management Analyst - Homelessness Systems Lead supports the evaluation and improvement of the County’s homelessness response system and promotes compliance with local policies and with state and federal best practices to prevent and end homelessness in Ventura County.

The Program Management Analyst provides support and direction to Homelessness Solutions staff in administering federal and state grant programs and implementing the Ventura County Homelessness Action Plan. The position prepares plans and documents for U.S. Department of Housing and Urban Development (HUD) programs, including the Continuum of Care (CoC) and Emergency Solutions Grants (ESG), as well as California state grant programs. The Program Management Analyst also monitors performance, promotes organizational efficiency, and builds collaborative relationships to address complex homelessness challenges through proven practices.

The Program Management Analyst serves as lead staff for coordination and data collection in four key areas: System Performance, Coordinated Entry, Healthcare Collaboration, and Encampment Response., * Supervises assigned Homelessness Solutions staff, provides leadership, training, and day-to-day direction and fosters a team culture focused on performance, accountability, and continuous improvement.

• Analyzes existing procedures and systems for alignment with evidence-based practices to prevent and end homelessness; promotes systems change to advance strategic initiatives; and monitors progress toward outcomes that support the policies and objectives of the County Board of Supervisors and the Ventura County Continuum of Care.
• Builds and maintains effective, trusting relationships with stakeholders, including funding agencies, community partners, cities, County departments and agencies, and homeless service providers.
• Oversees state, federal, and local homelessness and housing reporting, including System Performance Measures (SPM), the Housing Inventory Count (HIC), and the Longitudinal Systems Analysis (LSA).
• Assists with grant administration focused on system performance and data quality and collection.
• Collects, integrates, and analyzes data from multiple sources to evaluate system performance, identify trends, and inform program and policy decisions.
• Guides the implementation of the Homeless Management Information System (HMIS) and Coordinated Entry System (CES) to accurately measure performance and outcomes.
• Advances partnerships and collaborations that expand housing opportunities and services, including coordinated street outreach and a regional strategy for responding to encampments.
• Provides objective counsel and guidance grounded in informed analysis to maximize the effective use of limited resources.
• Performs duties related to special projects and initiatives as assigned., To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.
• Benefits website or you may call (805) 654-2570.
• Retirement FAQs
• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT, MCC, MU

01

Describe your experience administering federal and state grant programs. In your response, include the following:

A. Specific experience managing grants or grant programs with the U.S. Department of Housing and Urban Development (HUD) or

B. State of California housing and homeless programs or other relevant programs.

In your response include:

1.) Name of employer(s) where you gained this experience

2.) Job title(s) held

3.) Duties and responsibilities working with subrecipients, monitoring and ensuring compliance, tracking expenditures and reporting to federal and state partners.

If you do not have this work experience please indicate, “no experience.”

02

Describe your experience in supervisory roles including supporting staff development and addressing performance concerns or corrective action plans. In your response, include:

A. Types of classifications supervised

B. Number of staff

C. Years of experience (yrs./mos.)

D. Related activities you performed as a supervisor, such as training, conducting performance evaluations, imposing corrective/disciplinary action, etc.

If you do not have this work experience please indicate, “no experience.”

03

Describe your experience developing, funding, or supporting homelessness response systems. This may include, but is not limited to, the Homeless Management Information System (HMIS), Coordinated Entry System (CES), public-facing data dashboards, agency performance monitoring, and efforts to improve system-wide outcomes. In your response, include:

A. Your role

B. Your approach to program development and implementation of best practices, and use of data to evaluate system performance and inform program or policy decisions.

C. An example of a change you implemented to improve system performance. Include the challenge you identified, the data or information you used to assess the issue, the actions you took, the partners you engaged, and the measurable results or outcomes achieved.

If you do not have this work experience please indicate, “no experience.”

04

Describe your experience with public speaking and delivering presentations. In your response, please include the following:

A. the type and size of audience

B. the topics you have presented on, and

C. the employer(s) in which you acquired the experience.

If you have no such experience, indicate “no experience.”

05

Describe your experience collaborating with multiple and diverse levels of an organization and various departments/agencies to achieve system goals and objectives.

Include your experience with:

1. Names of Committees and Workgroups
2. How collaboration made an impact on the organization or program

Project/Program Management, Analysis Skills, Homeless Services, Project/Program Management, Analysis Skills, Homeless Services, Willing to Travel, Health Plan, Purchasing/Procurement, Vision Plan, * Demonstrate experience leading and supporting homelessness assistance programs, initiatives, or community-based services.

• Bring proven leadership experience guiding staff, cross-agency teams, or multi-partner initiatives, including setting priorities, delegating work, and holding teams accountable for results.
• Show a strong commitment to developing and implementing data-driven strategies and evidence-based solutions.
• Bring skills in diplomacy, collaboration, and building productive relationships with diverse stakeholders and community partners.
• Be a dedicated advocate for an effective homelessness response system and service delivery approach.
• Have a proven ability to work effectively with individuals from varied backgrounds, lived experiences, and professional disciplines.
• Demonstrate sound judgment, critical thinking, and effective decision-making in complex or sensitive situations.
• Be committed to exemplary customer service delivered with professionalism, empathy, and responsiveness.
• Possess excellent verbal and written communication skills, including strong editing and proofreading abilities.
• Be proficient in Microsoft Office, databases, and other applications used for program management and reporting.

Program Management Analyst is a management classification and is not eligible for overtime compensation., EDUCATION, TRAINING, and EXPERIENCE: Extensive experience in government programs, and/or business administration, and finance, which has led to the acquisition of the required knowledge, skills, and abilities.

The required knowledge, skills, and abilities can also be obtained by completion of a Bachelors degree in Public or Business Administration, Finance, Social Work or a closely related field

AND

five (5) or more years of experience working in the field of homelessness and/or managing federal grant funding, including some supervisory experience.

NECESSARY SPECIAL REQUIREMENTS:

• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.
• Advanced skills of Microsoft Office products including Word, Excel, Powerpoint and MS Teams
• Experience collecting, integrating, and analyzing data from multiple sources to evaluate system performance, identify trends, and inform program and policy decisions.
• Demonstrated ability to provide good and sound judgement.
• Willing and able to conduct in-person and virtual presentations

DESIRED

Ability to create data visualizations that inform community of project outcomes.

KNOWLEDGE, SKILLS, AND ABILITIES:

Thorough knowledge of: techniques of administrative process, system analysis, program operations, and budgetary analysis as applied to homelessness response systems; principles and practices of public finance relevant to administering State, federal, and local homelessness funding; laws relating to the financial administration of County government and compliance requirements of the HUD Continuum of Care program; statistical methods used in administrative and program performance analysis, including interpreting homelessness data to guide decision making; the organizational structure, functions, and challenges characteristic of local government units, community partners, and homeless service providers; and the current trends in public administration, evidence based homelessness practices, and systems change strategies in the field.

Comprehensive ability to: advise staff, consultants, and service providers on administrative, procedural, and compliance matters related to homelessness programs; develop and implement administrative procedures that support evidence based practices, funding requirements, and strategic County and Continuum of Care initiatives; prepare comprehensive written reports and recommendations and make oral presentations concerning complex administrative, programmatic, and budgetary issues, including federal and State reporting; represent the County effectively in relations with cities, community partners, funding agencies, and homeless service providers by building trust and facilitating collaboration; apply accepted management principles in conducting administrative, program, and budgetary analysis, overseeing contracts, monitoring provider performance, and supporting special projects and regional homelessness strategies; and supervise staff effectively.

Skilled in: use of computer systems and programs such as Microsoft Office products; Homeless Management Information System (HMIS); Coordinated Entry System (CES)., TRAINING and EXPERIENCE EVALUATION: A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining the better qualified candidates among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the Department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an oral examination, which may be preceded by or replaced with, the score from a T&E, contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questionnaire within the application is completed with care and diligence.

ORAL EXAMINATION - 100%: A job-related Oral Examination may be conducted to evaluate and compare participating applicants knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. NOTE: If there are three (3) or fewer qualified applicants, an oral examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

ELIGIBILITY LIST: Candidates who score seventy percent (70%) or higher on the oral examination will be placed on an eligible list for one (1) year. If there are three (3) or fewer qualified applicants, an examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each applicant, and each applicant will be placed on the eligible list., BACKGROUND INVESTIGATION: A thorough pre-employment, post-offer background investigation, which may include inquiry into past employment, education, criminal background information and driving record, may be required for this position., C. An example which illustrates your ability to build community collaboration to promote a system change.

If you have no such experience, indicate “no experience.”

06

Describe your experience collaborating with community based and non-profit organizations to implement and provide services to persons experiencing homelessness.

Provide details including:

A. Names of organizations

B. Examples which illustrate your experience

C. Outcomes achieved

If you have no such experience, indicate “no experience.”

07

Please indicate your proficiency level (Beginner, Intermediate, Advanced) and how you have utilized Microsoft Office products including Word, Excel, PowerPoint and Teams, and other software necessary for reporting and presentation.

If you do not have experience in any of the programs listed, please type “no experience.”

The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee within this position will also be eligible for the following:

• Annual Leave - The candidate selected for this position will earn 208 hours per year, increasing to 288.08 hours after 5 years of service, 296.14 hours after 10 years of service, and 304.20 hours after 15 years of service.
• Annual Leave Redemption - The ability to “cash in” or redeem up to 100 hours of Annual Leave per year accrued in the same year after using 80 hours within the prior 12 months.
• Deferred Compensation - Eligible to participate in the Countys 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions. Following five (5) years of continuous County service, an additional 2% non-elective contribution will be made to the 401(k) plan.
• Health Plans - You are afforded a flexible credit allowance of up to $26,626 annually for purchasing medical, dental, and/or vision insurance from a group of authorized plans.
• Flexible Spending Accounts - Employees may also participate in the Flexible Spending Accounts which increase their spending power by reimbursing them with pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan - Both the County and you contribute to the Countys Retirement Plan and to Social Security. If eligible, you may establish reciprocity with other public retirement systems such as PERS.
• Holidays - 13 paid days per year which includes a scheduled floating holiday.
• Additional Benefits: Professional Memberships, Disability Plans, Employee Assistance Program, Life Insurance, Tuition Reimbursement, Wellness Program.