Housing Operations Assistant (Rapid Re-Housing) - Daybreak

OPERATIONS ASSISTANT ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

· Collects and maintains statistical date for grant writing and reporting purposes.

· Assists in the preparation of statistical reports.

· Completes all client expense and rent vouchers and submits client payments to Finance, ensuring accuracy of information and timely submission.

· Enters expenses and payments for which clients are responsible in the client database to ensure that balances and Daybreak's general ledger accounts of client expenses match.

· Responsible for preparing all client's communications to ensure their compliance and effective communication in collaboration with the team and the Housing Management.

· Improves and maintains an adequate and efficient tracking and filing systems for the program's leases, renewals and terminations in Excel spreadsheets or databases, as appropriate.

· Collaborates with the Housing Director and Finance in all preparation of reports for the Tax Credit apartments.

· Qualify clients for the program through the Tax Credit qualification/recertification process and maintain a consistent flow of client's approvals.

· Collaborate with the youth's team to match participants to the appropriate housing option, considering safety, proximity to the bus line, school or work and ensuring the youth have a choice in their housing.

· Orients eligible participants to the program, providing housing search and supportive services to assist client's team in promoting participants self-sufficiency, integration into the community, and permanency in housing; performing administrative tasks involved in the review and maintenance of the RRH and YHDP documentation caseload.

· Assess housing barriers of homeless youth to determine services needed for housing to develop a housing plan with clients, including intake interview to determine client's needs, goals, and eligibility.

· Create and maintain consistent communication channels, both verbal and written, between all involved parties including tenant, landlord, collaborating agencies and debtors.

· Responsible for maintaining the client database, financial records, and the monthly- client invoice system, in accordance with the established invoice protocol for accurate access and follow-up of the information.

· Assist Housing Manager with landlord related issues, access landlord networks, understanding landlord perspectives while protecting clients and Daybreak's interests, to promote lasting landlord relationships.

· Facilitates communication, both verbal and written, between tenant, landlord, collaborating agencies and vendors.

· Maintain accurate records, monthly outcome reports, Housing files, clients move and program data, including but not limited to HMIS, DevCo, and CareLogic systems, as needed.

· Coordinate with utility companies to connect and disconnect client services, and to transfer those services to the client's name upon exiting the program.

· Assist the HMIS System Administrator, which includes entering and maintaining Housing data, running/distrusting monthly maintenance report to Housing; creating reports for grant reports and grant proposals, entering/editing/deleting User licenses as appropriate; etc.

· Coordinate cleanings, moves and furniture delivery of clients in and out of the program.

· Fulfill related administrative duties, such as preparing certain spreadsheets to report benefits enrollment status, reviewing, and updating client Medicaid status and data in CareLogic, distributing mail correspondence, etc.

· Meets a monthly minimum requirement of 8 hours of productivity, according to standards set by Senior Management by Providing CPST, TBS, PSR, CPST individual and group services dependent upon education and licensure, as appropriate. Ensuring clinical services paperwork re completed within 72 hours per agency standards.

· Meets weekly and/or as assigned for supervision and participate in team meetings as requested.

ADDITIONAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Any other duties and projects as assigned by the Housing Director.

GENERAL DAYBREAK DUTIES:

Assumes an advocacy and leadership role which exemplifies the belief in the potential of the client.

Recognizes and accepts agency service limitations when serving youth and helps his/her direct service staff to understand and accept those limitations.

Ensures all duties set by agency's guidelines and programs policies and procedures are completed on time and as assigned.

Meets weekly and/or as assigned with Supervisor to discuss programing and client's progress.

Notifies supervisors of potential or real emergencies including criminal activities, high risk behavior, mental health emergencies, health emergencies or other activities that impact safety, security and public relations.

Models professional behavior and actively contributes in a positive manner and demonstrates constructive positive problem-solving strategies and openness to others' opinions

Refrains from engaging in dual-relationships or any other ethical boundary with clients to ensure and protect client's rights and consults with supervisor when there might be a risk of these situations.

Refrains from engaging in negative or counterproductive behaviors and attitudes and strives to keep the well-being of co-workers and clients at the forefront.

Demonstrate appreciation, understanding and trust in the work of his/her colleagues

Attends training/agency meetings, as scheduled. Responsible for completing all required trainings needed to comply with Daybreak policy. Maintains appropriate in-service training hours by attending conferences, workshops, and training that are relevant to the job description and assignment tasks.

Adheres to and upholds agency's Mission, policies and procedures and maintain and contribute to positive customer relations-both internally and externally (clients, staff, vendors, donors.)

Attends All-Staff meetings each year

Drives Daybreak vehicles, when necessary.

SUPVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities

QUALIFICATIONS:

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

EDUCATION and/or EXPERIENCE:

High school diploma or GED plus five years of database and word processing experience, or BA or equivalent plus 2-3 years experience in general support/clerical functions to include 1-year data entry experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to communicate to program staff effectively/successfully in order to fully complete data collection.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

COMPENTENCIES-SKILLS AND ABILITIES:

None required

Good verbal and written communication skills

Computer skills including ability to use billing software and Excel

Creative and critical thinking skills

Ability to work with minimal supervision

Ability to work well as a member of a team

Ability to follow direction in a timely and concise manner

Good organizational skills

OTHER QUALIFICATIONS:

Time Management

Ability to work on multiple tasks

Ability to work independently

Ability to work under pressure

Ability to complete work in a timely manner

Ability to effectively and professionally communicate with peers, supervisor, administrative staff, and Board of Trustees effectively and professionally.

PHYSICAL DEMANDS:

The physical demands described here 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, employee is regularly required to talk or hear. The employee is frequently required to stand, sit and use hands to finger to operate a computer. The employee is occasionally required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee must 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.

The noise level in the work environment is usually moderate.