ORGANIZATION: SHELTER, Inc. is an independent, community-based non-profit organization created in 1986 to lead the effort to eliminate homelessness. We currently operate in Contra Costa, Solano and Sacramento Counties.
MISSION: To prevent and end homelessness among low-income, homeless, and disadvantaged families and individuals by providing housing services, support and resources that lead to self-sufficiency.
JOB TITLE: Program Specialist
STATUS: Non-exempt/Full Time
TEAM: Programs or Property & Housing
REPORTS TO: Program Manager or Program Director
SUPERVISES: None
PURPOSE of ROLE: This position provides administrative support to program(s) and staff, including ad hoc assignments, to meet program and agency needs. This role includes clerical tasks such as answering calls and returning calls, file and document management, assisting with participant information, data input into systems, and collecting documentation.
RESPONSIBILITIES:
ADMINISTRATIVE
- Respond to calls and emails, providing high quality customer service by responding promptly, accurately, and professionally to all inquiries and requests for assistance.
- Assist with planning, reservations, and internal and external meetings and events. Create and distribute agendas and complete meeting minutes.
- Assist with preparation, distribution, and filing of correspondence, notices, invitations, reports, files, etc.
- Responsible for vendor management and scheduling, including invoice management and payments.
- Assist with program/client/tenant file audits to ensure program regulatory compliance.
- Prepare scheduled and ad-hoc reports and validate for accuracy.
- Complete monthly expense reports and credit card reconciliation for supervisor or as assigned.
- Provide administrative support to supervisor and assigned team.
- May serve on internal committees as needed.
- Other administrative duties as assigned.
DATA DOCUMENTATION
- Keep all relevant data up to date in applicable systems and databases (HMIS, Yardi, Intacct, SalesForce, Nexonia, Paycom etc.)
- Maintain electronic files in accordance with applicable guidelines, completing data entry timely.
- Participate in service trainings and coordinating meetings as directed.
- Perform other data or program duties as requested.
PROGRAM SPECIFIC (VARIES BASED ON TEAM):
- Screening prospective participants for eligibility of services.
- Assist with making and documenting client, tenant, landlord contact lists.
- Maintain vendor service provider lists including maintenance vendors, housing availability and prospective landlords, and caseload lists for programs.
- Acting as a liaison to internal and external service resources, including communication and correspondence with referring agencies, landlords, vendors, and service partners.
- Provide coordination of outside vendors, purchases, deliveries, etc
- Create and manage landlord set up, tracking leases and inspections, ensuring accurate monthly payments, etc.
EXPECTED PROFICIENCIES:
- Adaptability with an enthusiastic and positive attitude
- Excellent, professional, communication skills, including maintaining confidentiality and setting boundaries.
- Ability to use basic office and computer equipment, including single and multi-line telephones, copiers, scanners, facsimile machines.
- Ability to produce, distribute, organize, files, and store documents (paper and electronic).
- Competency in data entry and ability to work with a web-based database.
- Customer service and problem-solving approach and skills as demonstrated through patience, tolerance, tact, diplomacy, and flexibility in all situations.
- Well organized and ability to effectively manage multiple assignments to meet project deadlines.
- Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
MINUIMUM QUALIFICATIONS:
- Experience that demonstrates a capacity to provide support to managers and staff in various administrative duties as well as special projects.
- Skilled in Microsoft Office Outlook, Word, Excel and Adobe programs.
- Access to reliable personal transportation required, including a DMV record that permits driver to be insured under SHELTER, Inc.s automobile coverage.
- Must successfully pass a criminal background check.
- Type at a minimum of 35 words per minute.
PREFERRED QUALIFICATIONS:
- Associates degree in administrative services or related area, and/or certification from a two year program in related area.
- Experience with Yardi, HMIS, Intacct, Nexonia, SalesForce and Paycom.
- Experience working with low income and/or homeless populations.
- Experience working in diverse settings with people across all socio-economic spectrums and a wide variety of personalities and roles - staff, residents, local agencies, contractors, lenders, etc.
- Bilingual English/Spanish
PHYSICAL DEMANDS:
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel objects. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision.
The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
There are no unusual environmental conditions. Typically, the noise level in the work environment is quiet.
Benefit Package Includes
- 18 days of Paid Time Off to start, stepping up to 25 days over 8 years (vacation, sick, personal)
- 15 paid holidays including your birthday!
- Flexible schedules and telecommuting opportunities
- Tuition reimbursement
- Medical insurance Fully paid employee coverage of at least two plans and 50% of dependents premium (Kaiser, Sutter Health and Anthem Blue Cross)
- Dental Fully paid employee coverage and 50% of your dependents premium
- Vision Fully paid employee coverage and 50% of your dependents premium
- Flexible spending account
- Group term Life insurance and Accidental Death & Dismemberment Fully paid employee coverage
- Long-term disability insurance Fully paid employee coverage
- Employee Assistance Program
- Voluntary Pet Insurance through Wishbone Pet Insurance
- Voluntary Aflac insurances
- 403b Retirement Plan with matching contribution
