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Program Specialist

ORGANIZATION: SHELTER, Inc. is an independent, community-based non-profit organization created in 1986 to lead Contra Costa County's effort to eliminate homelessness.

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

WORK LOCATION: Varies depending on program

STATUS: Non-exempt/Full Time

TEAM: Programs

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. The position can include answering calls and returning calls, assisting with participant referrals, input in to HMIS, and collecting documentation.

RESPONSIBILITIES:

SCREENING, ASSESSMENT & TRACKING

Screen prospective program participants for services eligibility.

Maintain/update caseload lists for programs.

Update HMIS database.

Maintain and complete monthly participant reports.

Maintain/update expense logs and records.

 

ADMINISTRATIVE

Respond to phone calls and greet agency visitors, working with others to provide high quality customers service by responding promptly, accurately, and professionally to all inquiries and requests for assistance.

Assist with planning, meeting reservations, documentation/notes for team, agency, and external meetings and events.

Assist with preparation, distribution, and filing of correspondence, notices, invitations, reports, files, etc.

Make photo copies, fax documents and perform other clerical functions.

Prepare and maintains electronic records for programs entry and exits

Act as liaison to internal and external service resources, including communication and correspondence with referring agencies, landlords, vendors and service partners.

 

DATA DOCUMENTATION

Keep all relevant service data up-to-date in HMIS system and maintain electronic case files in accordance with applicable guidelines, completing data entry at the time of or, in exceptional situations, within 24-hours of - every service interaction.

Assist with making and documenting client contacts during participation and post-placement follow-up.

Participate in service trainings and coordination meetings as directed.

Perform other duties as assigned.

EXPECTED PROFICIENCIES:

Enthusiastic and positive attitude diverse cultures and economic situations

Knowledge of public services, substance abuse, mental health problems.

Professionalism, including maintaining confidentiality and setting boundaries.

Excellent communication skills.

Adaptability.

Timeliness.

Basic competency in data entryAbility to use basic office and computer equipment, including single and multi-line telephones, copiers, scanners, facsimile machines

Skilled in Microsoft suite including Word, Excel, Adobe, etc.

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.

Experience utilizing Microsoft Office Outlook, Word and Excel 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 required and validated with certificate.

PREFERRED QUALIFICATIONS:

Associates degree in administrative services or related area, and/or certification from a two year program in related area

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.

 

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