CE Systems Specialist

Kentucky Housing Corporation Job Analysis Questionnaire Job Title: CE System Specialist FLSA Status: Exempt Work Group: Housing Contract Administration Reports to: CES Team Supervisor GENERAL PURPOSE OF THE JOB: The CES Specialist supports the implementation, daily operations, and continuous improvement of the Coordinated Entry System (CES) for the Kentucky Balance of State Continuum of Care (KY BoS CoC).

Under the direction of the CES Team Supervisor, the CE System Specialist assists in the administration of CES processes, provides technical support and training to community partners, and works to ensure compliance with CES policies and federal guidance. CE System Specialist operates and responds to the KY BoS CES Hotline, ensuring swift access to the CES.

The position triages callers experiencing homelessness in accordance with KY BoS CES policies and processes. The CE System Specialist enters applicable data into KYHMIS for CES inclusion (including the KY BoS CoC DV Inclusion process), verifies homelessness and facilitates regular CES Local Prioritization Community calls with partner agencies.

The CES Specialist plays a key role in building and maintaining collaborative relationships with CES access points, housing providers, and other homeless service stakeholders to ensure a consistent, transparent, and client-centered approach to connecting individuals and families experiencing homelessness to housing resources in the KY BoS CoC.

The position may interface with other HCA Homeless Programs Teams as directed by the CES Team Supervisor or Assistant Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

As directed by the CES Team Supervisor, the CE System Specialist will: Operate the KY BoS CES Hotline, triage incoming calls, and ensure timely and appropriate access to the KY BoS CoC CES. Conduct initial screening and data entry in KYHMIS, including DV Inclusion processes, and verify homelessness status per CES documentation standards.

Maintain and monitor CES participant records to support accurate prioritization and service connection. Facilitate and coordinate regular CES Local Prioritization Community calls with regional partners to review active cases and promote timely housing placements. Provide technical assistance and support to community partners, including guidance on CES policies, KYHMIS data entry, and prioritization standards.

Support CES case conferencing strategies by tracking and reporting on participant progress and system barriers. Assist in delivering training to CES partners on the use of tools such as triage and sub assessment and adherence to CES workflows on an as-needed basis. Maintain collaborative relationships with CES access points, housing providers, victim service providers, and other stakeholders to support equitable system coordination.

Remain informed of changes in HUD and KY BoS CoC guidance related to Coordinated Entry and contribute to the implementation of policy and practice updates. Assist with Continuum of Care and ESG Planning activities: Assist with CoC applications as directed by Assistant Director, Homeless Programs. Assist with ESG application as directed by Assistant Director, Homeless Programs.

Assist with the annual Housing Inventory Count and Point-in-Time Count. Responsible for maintaining up-to-date knowledge of program regulations and requirements. Coordinates interpretation of regulations and standards of practice with HCA staff, ensuring consistency in program administration. Assist with other special projects, as assigned.

Knowledge, skills and abilities required of the position: KNOWLEDGE OF: SKILL IN: ABILITY TO: Federal housing programs, laws and regulations Grant programs/compliance monitoring Word processing/spreadsheet applications such as Microsoft Word/Excel Basic rules of grammar and business writing Basic mathematic principles Collecting, analyzing and evaluating data Dealing with a diverse group of external and internal contacts at all levels Analyzing problems and reaching solutions Developing, implementing and coordinating of policies and procedures Assigning, managing and coordinating activities of staff Plan and organize work activities Prepare reports Present ideas effectively Handle sensitive/confidential information Travel extensively throughout the state which may include overnight stays Develop work plans and implement projects independently Work in unsupervised environment Additional Information: Position requires knowledge of MS Office Suite products.

Position requires ability to work effectively with a wide variety of people, including external contacts as well as cross-departmental teams; ability to work in a team and as an individual to gain consensus; ability to multitask; ability to deal effectively with conflict; ability to work well under high pressure situations; ability to plan and present ideas effectively, both verbally and in writing.

Position requires strong analytical skills, including problem-solving and attention to detail. Must be able to make sound, reasonable decisions and recommendations, meeting regular tight deadlines, and handle sensitive and confidential information.

Education

This level of knowledge would normally be acquired through completion of a an associate’s degree program in public administration, social services or related field of study. A minimum of two years’ related experience may be substituted for degree requirements. Experience Requirements: Position requires more than three years’ experience working in a responsible project management position in a professional office environment or in a position requiring knowledge of homeless programs and affordable housing programs.

Experience with coordinated entry system development and/or implementation and/or direct service provision in the homeless service sector is required. Required Competencies: Communication The ability to clearly, professionally, and respectfully exchange information with others in verbal, written, and digital formats. Demonstrates active listening, tailors messages to diverse audiences, and conveys complex information in an understandable way.

Using appropriate tones and judgment ensures understanding, and encourages open, two‑way communication. Effectively collaborates with colleagues, leaders, and stakeholders to support productive working relationships and organizational goals. Customer Service Delivers high‑quality, prompt, and courteous support by actively listening, communicating clearly, and responding with professionalism and empathy.

Understands customer needs, resolves issues efficiently, and maintains a positive, collaborative approach to ensure consistent, customer‑focused experience. Demonstrates effectiveness through key service metrics such as response time, resolution time, customer satisfaction scores, and adherence to service quality standards.

Ethics and Values Demonstrates integrity and sound judgment by adhering to organizational policies, legal requirements, and professional standards. Acts honestly, responsibly, and transparently in all interactions. Maintains confidentiality, avoids conflicts of interest, and makes decisions that support fairness, accountability, and the best interests of the organization and its stakeholders.

Organizational and Priority Setting Skills Effectively manages time, tasks, and resources by organizing work in a structured and efficient manner. Prioritize responsibilities based on importance, deadlines, and organizational needs. Adapts to shifting priorities while maintaining accuracy, follow‑through, and consistent, timely results.

Initiative Takes proactive action to identify needs, solve problems, and improve processes without requiring direction. Demonstrates resourcefulness, responsibility, and a willingness to go beyond assigned tasks to achieve goals. Seeks opportunities to add value, follows through on commitments, and acts with urgency and accountability.