TENTATIVE

Occ. Code 8106410

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES 

 Homeless Services Representatives develop, implement, and enforce regulations governing the operation of facilities for the homeless.  These positions exist only in the Office of Temporary and Disability Assistance.  

DISTINGUISHING CHARACTERISITICS   

HOMELESS SERVICES REPRESENTATIVE 1:  full performance level; develop, implement, and enforce regulations governing operation of facilities for the homeless.

HOMELESS SERVICES REPRESENTATIVE 2:  first supervisory level; oversee Homeless Services Representatives 1 and clerical support staff in the conduct of shelter inspections and associated program activities.

HOMELESS SERVICES REPRESENTATIVE 3:   second supervisory level; supervise a unit engaged in various program activities for shelters in an assigned geographic area.  

HOMELESS SERVICES REPRESENTATIVE 4: managerial level; supervises Homeless Services Representatives 3 and staff to manage and direct the day-to-day activities of the Bureau of Shelter Services Harlem Office.

HOMELESS SERVICES REPRESENTATIVE 5:  managerial level; directs the Bureau of Shelter Services.

RELATED CLASSES

          Temporary Assistance Specialists review, monitor and provide technical assistance to local districts providing public assistance benefits under State and federal law, rules and regulations.

           Housing Specialists oversee the development and implementation of housing projects for homeless and low-income adults and families, and ensure compliance with all aspects of the contracts after facilities are operational. 

ILLUSTRATIVE DUTIES

HOMELESS SERVICES REPRESENTATIVE 1 

• Review operational plans, certification applications, inspection reports, facility case files and records of family shelters; conduct entrance interviews with facilities directors; and interview facility staff and residents to determine adequacy of care, staffing ratios, and type and quality of services.
• Prepare written reports documenting violations and detailing the findings of inspections, including recommendations for corrective action to remedy deficiencies.
• Investigate complaints brought against facilities and prepare summary of investigations for supervisory review and recommend corrective actions.
• Provide technical assistance to facility operators on complying with appropriate standards and service improvements; and tour key areas of new shelters, pointing out deficiencies and making suggestions for improving the physical plant.
• Collect and analyze data for internal and external program evaluations; develop recommendations for long-range plans and policy improvements; and coordinate placements of homeless persons from shelters into permanent housing.
• Develop, under guidance from information technology staff, automated systems for managing reports and collecting, testing and evaluating data.

HOMELESS SERVICES REPRESENTATIVE 2

• Provide overall guidance and direction to subordinate staff in the conduct of inspections of facilities providing shelter to homeless persons; set priorities; and provide interpretation of standards and the application of those standards to the inspection process.

• Personally conduct inspections and reviews of facilities with difficult issues; interview facility staff and residents to determine adequacy and quality of services, staffing ratios; prepare reports of inspections and recommend corrective action; and conduct follow-up inspections. 

• Provide facility operators with interpretations of rules, regulations and standards; and advise them on methods to meet requirements.

• Direct or may personally conduct investigation of complaints; determine validity of the complaints; take necessary steps to correct situations, including administrative actions; coordinate plans with the local district having jurisdiction; and meet with legal staff to discuss non-compliance issues.

• Provide higher level staff with advice and consultation on technical policy and operational issues related to operations of family shelters, and recommend changes where policies are detrimental to facility operation.

•  Provide supervisor with up-to-date status reports on all outstanding inspections and administrative actions.

• Conduct special studies on administrative effectiveness; and collect and review data on homeless persons in the assigned statistical area.

• Review and evaluate operating plans of shelter operators; and maintain a variety of reports on program activities.

HOMELESS SERVICES REPRESENTATIVE 3  

·        Provide policy and procedural advice on conducting inspections; and review inspection reports and all completed staff work.

·       Work closely with higher level management in developing and implementing policies, rules, regulations and procedures concerning homeless shelter regulation.

·        Direct provision of technical assistance to providers of shelters on operation and management issues.

·       Implement office policy and procedures on inspections of shelters; and advise staff on appropriate methods of inspections.

·       Review existing and proposed legislation impacting programs for which the Bureau of Shelter Services is responsible, and recommend changes.

·       Direct the most difficult and sensitive inspections and investigations; review all related inspection reports; and prepare administrative directives.

·       Work closely with legal staff and local districts for the assigned geographical area; and respond to issues and questions on policy and technical assistance.

·       Work closely with colleagues having responsibility for other geographic areas to ensure consistency in conducting inspections and investigating complaints.

·       Prepare reports for agency, gubernatorial and legislative staff on homeless shelter service issues and programs.

HOMELESS SERVICES REPRESENTATIVE 4

• Manage and direct the day-to-day activities of the Bureau of Shelter Services Harlem Office including all inspection and quality assurance activities for New York City (NYC) certified and uncertified shelters.

• Conduct high level discussions with NYC officials regarding shelter capacity, pending shelter certification requests, services for specific populations, additional needs, and other essential issues.

• Develop protocols for reviewing inspections/inspection reports of uncertified shelters submitted by DHS; develop review instruments and tools; put quality assurance and follow-up mechanisms in place; create procedures for direct Office of Temporary and Disability Assistance (OTDA) inspection of uncertified shelters, when necessary. Monitor OTDA and DHS compliance with these protocols.

• Develop and maintain appropriate data collection systems regarding inspection planning, completion, and findings to track inspections of uncertified shelters.

• Track NYCs compliance with the Corrective Action Plan for city-wide shelter improvement.

• Manage the review and approval of rates for all shelters being paid for with public funds.

• Develop policies and procedures for, and implement new regulations as they apply to homeless shelters and ensure compliance with such.

• Supervise the certification process for adult and Tier II family shelters, ensuring that all regulations are adhered to and that shelters are certified on a timely basis.

• Establish standards and workflow for inspectors and other staff, with direction from the Director of Shelter Services.

• Identify policy and programmatic changes needed to address emerging trends in homelessness; consult with the Director of Shelter Services and other management staff; ensure that the changes are appropriately implemented.

• Monitor staff compliance with OTDAs personnel policies, such as time and attendance, use of Agency property, etc.  

HOMELESS SERVICES REPRESENTATIVE 5

• Manage and direct the day-to-day activities of the Bureau; establish operating policies and procedures; set performance standards; interpret policy, rules, regulations; and control workflow to ensure that all activities are carried out in a timely manner.

• Establish inspection policies and procedures for facilities; train staff in conducting inspections and in all types of qualifying services and operating plans; and interpret policy regarding evaluation, review and approval of inspections.

• Define new program changes in response to new initiatives.

• Recommend policy changes to existing programs.

• Direct technical assistance to operators and potential operators of facilities for homeless persons and to local social services districts.

MINIMUM QUALIFICATIONS   

          HOMELESS SERVICES REPRESENTATIVE 1

Open-Competitive: Bachelors degree and completion of a two-year traineeship, or,

Bachelor's degree and two years of experience in the planning, development, management or provision of programs that provide care and services to adults, children, and/or families in need of assistance including child care, foster care, adult residential care, or child and adult protective care. At least one year of experience must have been in a management position or a position responsible for the enforcement of facility policies. One year of the two years must have included experience in one, or a combination of the two areas below:

1. Supervision, monitoring, or investigation of residential facilities to ensure compliance with applicable regulations.
2. Development and administration of activities related to homeless programs or residential facilities for low-income families and individuals.

          HOMELESS SERVICES REPRESENTATIVE 2

Promotion:   one year of service as a Homeless Services Representative 1.

          HOMELESS SERVICES REPRESENTATIVE 3 

Promotion:   one year of service as a Homeless Services Representative 2. 

          HOMELESS SERVICES REPRESENTATIVE 4

Promotion:   one year of service as a Homeless Services Representative 3.

HOMELESS SERVICES REPRESENTATIVE 5 

Promotion: one year of service as a Homeless Services Representative 4 OR two years of service as a Homeless Services Representative 3.

Revised:  5/17

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.