Emergency Financial Assistance Coordinator

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PHMC is proud to be a leader in public health. PHMC requires all employees to be fully vaccinated for COVID-19 before the first day of employment. We will offer the vaccination at no cost via our Health Centers.

MISSION STATEMENT:

Our mission is to be the premier regional provider of integrated, community-based programs by providing outstanding services, innovative care partnerships, and team-driven excellence within a healthy fiscal environment.

JOB OVERVIEW:

The Emergency Financial Assistance (EFA) Coordinator is responsible for the management and operation of the EFA program. EFA is an emergency financial resource for people living with HIV/AIDS in Bucks, Chester, Delaware, Montgomery, and Philadelphia Counties in PA, as well as Camden, Burlington, Gloucester, and Salem Counties in NJ. The purpose of the fund is to assist people living with HIV/AIDS in the event of an emergency that has resulted from a generally unexpected occurrence or set of circumstances that demand immediate attention. The fund helps with imminent homelessness and utility shutoffs.

The Coordinator is the point person to review, evaluate, and determine approval or denial of applications requesting EFA grants. This individual manages and ensures that services are provided to clients in a timely, professional, and comprehensive manner. The Coordinator also acts as a liaison between each funding source and the service providers to ensure compliance with program guidelines and is responsible for reporting outcomes to funding sources. This position reports to the Project Director.

ESSENTIAL DUTIES:

• Be responsible for the day-to-day operations of the program.
• Review, evaluate, and determine approval or denial of applications submitted by providers by the 5th day after submission of applications.
• Notify referring agencies (MCMs and Supervisors) by email by the 6th business day if an application has been denied or is missing information or required documentation.
• Return incomplete applications remaining at PHMC past 7 business days after notification of missing information/documentation and consider the application closed.
• For applications that are approved for payment after submission of missing information/documentation, submit the PRFs so that vendors are paid by the 10th business day.
• Supervise and train the Data Entry Clerk, who ensures complete and accurate entry of demographic- and service-related information in the program database.
• Maintain an Outlook calendar daily.
• Complete project reports and presentations which include client-level data reports, quarterly and annual reports and proposals, and internal and external trainings.
• Monitor the program budget on a weekly basis. Analyze information to prepare entries for the general ledger when necessary.
• In coordination with AACO and HOPWA offices, prepare program plans and reports and develop, update, and modify program procedures to reflect changes in program policy.
• Evaluate the need for training and provide appropriate training to service providers and/or program staff. Collaborate with providers to develop and modify administrative procedures and standardize practices in DEFA.
• Maintain knowledge of the HIV/AIDS community and serve as an expert technical resource to guide program, community, and departmental staff.
• Work with the Project Director, the Director of Homeless and Social Service Programs, and the Finance department on the yearly DEFA budget and program renewals.

PHMC Compliance Responsibilities:

• Understand and adhere to PHMC compliance standards as they appear in the PHMC Code of Conduct, Whistle Blowers, and Conflict of Interest policies.
• Keep abreast of all pertinent federal, state, and PHMC regulations, laws, and policies as they presently exist and as they change or are modified.
• Comply with HIPAA and Confidentiality policies and procedures as they apply to the job.
• Comply with the Department of Public Health (DPH), the Joint Commission, and other accreditation and regulatory agencies' standards.
• Adhere to all PHMC policies and procedures.

JOB REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills:

• Skill in planning and organizing work, as well as the ability to multi-task
• Analytical and problem-solving skills
• Excellent written and oral communication skills to work and communicate effectively with diverse populations and with all levels of management, both internal and external
• Ability to work independently
• Attention to detail, including the ability to accurately record and process multiple data elements on a daily basis
• Ability to make sound, accurate, and sensible decisions and assessments
• Ability to develop service plans
• Ability to adapt to program changes and deadlines
• Willingness to work as a member of a team
• Proficient knowledge and ability in the use of Microsoft Office products including Word, Excel, and Outlook

Experience:

• Minimum of two (2) years of related experience
• Knowledge of accounting applications

Education: Bachelor's degree required

SALARY GRADE: 18

EOE