Housing Systems Coordinator (Sonoma)

Position: Housing Systems Coordinator

Location: Santa Rosa, Sonoma County

Reports to: Coordinated Entry Director

Status: Full Time, Exempt

Compensation: $81,681.60 Annually

ABOUT HOMEFIRST

Established in 1980, HomeFirst™ is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With over 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.

OUR VALUES

• Kindness: We act with empathy toward others.
• Passion: We ignite change to fulfill our mission.
• Excellence: We deliver exceptional service to our communities.

PROGRAM OVERVIEW

The Housing Systems Coordinator systemizes communication and collaboration within Sonoma County HomeFirst programs and between HomeFirst programs and outside partner agencies. The Housing Systems Coordinator primarily supports the Coordinated Entry System (CES), secondarily providing support to additional HomeFirst Sonoma County projects. They create procedures to streamline processes around business development and operational support for CES and other HomeFirst Sonoma County programs. The Housing Systems Coordinator is responsible for a range of business and administrative needs and key support for the CES priority list and Case Conference workflow.

QUALITIES:

• The Housing Systems Coordinator connects people, teams, and services to better facilitate ongoing collaboration within and across systems.
• Alongside the Director, the Training Coordinator is adaptable and responsive to the evolving needs of our system participants, partners, and funders. They proactively seek to identify these needs and value the input of others.
• The Housing Systems Coordinator is detail-oriented, with the ability to review large numbers of records for accuracy and completeness.
• The Housing Systems Coordinator is highly organized in task management, record keeping, and communication.
• The Housing Systems Coordinator is collaborative and enjoys a team-oriented environment. They are proactive about communicating system needs to the appropriate team-member.
• The Housing Systems Coordinator is consistently dedicated to a system that prioritizes the most vulnerable of the homeless population.
• HomeFirst is a diverse company in a diverse field, and the Housing Systems Coordinator desires to work with people from a variety of social and economic backgrounds.

REPORTING RELATIONSHIPS

This role reports to the Coordinator Entry Director of Sonoma County.

PRIMARY RESPONSIBILITIES:

Technical Assistance:

• Assist with technical inquiries from HomeFirst partners and participants
• Assist with inquiries from the general public
• Respond to all messages in the CES general phone line and email inbox

Priority List, Referral, and CES Case Conference support:

• Assist with weekly priority list maintenance
• Attend BNL meetings and case note updates
• Screen participants’ potential referrals for eligibility
• Facilitate crosschecks for participants and referrals across sublists
• Case note participant updates, referrals, and referral rejections
• Send referral connection emails to housing providers
• Connect advocates and case managers to housing providers for referral follow up
• Facilitate gathering of verified contact information and referral preferences from participants
• Facilitate CES Case Conference meeting on a rotating basis
• Provide communication to partner agencies regarding client activity and referral status in CES

Office Coordination and Administration:

• Attend community meetings and represent HomeFirst
  • Develop outgoing communication updates
  • Schedule meetings
  • Complete HMIS and other database data entry
  • Review data entry for accuracy and compliance with confidentiality and various regulations
  • Run reports in the Homeless Management Information System (HMIS) database
  • Develop and maintain internal tracking tools to monitor operations
  • Maintain communication lists and track status of partner agencies and staff
  • Take notes at meetings and send meeting minutes out as needed
  • Support in distributing flyers throughout county and other advertising efforts
  • Plan events
  • Soliciting feedback and implementing surveys with participants
  • Manage physical files
  • Order supplied and complete Concur invoicing

General

• Engage in the consistent application of industry best practices
• Maintain compliance with HUD, contract, agency and licensing requirements
• Achieve identified system and position deliverables
• Adhere to task completion deadlines
• Provide effective system communications, ensuring clear and consistent messaging

• Attend all job-related meetings, including staff meetings and agency-wide meetings
• Represent the agency in public speaking events as requested
• Participate in opportunities for learning and skill maintenance/development, including internal and external training and workshops
• Assist with other duties assigned.

BENEFITS

HomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 8 hours of civic engagement leave annually to volunteer.

ORGANIZATIONAL EQUITY STATEMENT

At HomeFirst, diversity, equity, and inclusion guide our services, workplace, and decisions. Recognizing housing as a social justice issue, we prioritize equitable practices, honor lived experiences and uphold dignity for all. By fostering belonging, accountability, and continuous improvement, we embed DEI values in our processes, recruitment, and leadership, striving for excellence at every level.

HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.

HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.

QUALIFICATIONS (YOU HAVE)

Knowledge and Experience, General

• Bachelor’s degree in Social Services or related field preferred, not required
• Minimum 2 years-experience in social services or non-profit sector;
• Proven ability/skill in data management and evaluation
• Lived experience with homelessness preferred
• Bilingual in Spanish and bicultural preferred, not required
• Proficient in Microsoft Word, Outlook, and basic uses of Excel
• Valid CA driver’s license and insurance, and reliable transportation to use on the job
• Able to perform sedentary work;
• Able to lift up to 30 lbs. on occasion;
• Ability to use keyboard and read computer screens for extended periods;
• Able to stand/sit for extended periods, kneel, reach and bend related to the completion of duties;