Catholic Community Services

$23.41 - $26.93 HR/DOE

Join our Team! We offer an excellent benefits package!

3 weeks vacation * 12 days sick leave * 13 holidays* medical * dental* vision* life insurance * LTD * AD&D * pension * 403b * catastrophic & accident ins *

PROGRAM DESCRIPTION:

Catholic Community Services has contracted with Thurston County and works with the Washington State Department of Commerce to implement and deliver Housing and Essential Needs program in Thurston County. DSHS clients enrolled in Housing and Essential Needs (HEN) and Aged, Blind or Disabled (ABD) are eligible to receive funding and basic needs to help them cover rental and/or utility expenses, get temporary hotel stays, obtain essential items, etc.

CHG Rapid Rehousing Program is a statewide program and Catholic Community Services has contracted with Thurston County and works with Commerce to implement these services in Thurston County. Rapid Rehousing (RRH) works with literally homeless to get them quickly into sustainable housing and assist with employment, financial literacy, and other items to help them support themselves and their families.

HEN FCS Bridge is a new program/partnership between Commerce and the Healthcare Authority. It helps those who receive HEN benefits but do NOT receive ABD transition from the HEN program to self-sufficiency. Recipients will work with a case manager and an FCS employment specialist to find employment and long-term sustainable housing. This is a short-term assistance program lasting 9 months.

EPRA_ Eviction Prevention/Rental Assistance Program is designed to provide crucial support to individuals facing housing instability.

This position supports all 4 programs.

MAJOR DUTIES AND RESPONSIBILITIES

1. Front Desk Duties as needed to provide relief for Front Desk Staff

a) Greet clients at the front desk as they enter the office.

b) Answer the telephone and make phone calls.

1. Provide general information.
2. Pre-screen and direct incoming clients
3. Schedule appointments for Case Managers and Program Manager.
4. Prepare paperwork and have intake packets ready for Case Managers
5. Provide community information or refer clients to other programs
6. Prepare and organize client files, mail out information and documents to clients and vendors.
7. Obtain and file all incoming client paperwork.
8. Data entry and filing of confidential records.

Other Duties

1. Assists with grants and RFP writing by compiling information pertinent to the process
2. Collects and inputs data. Produce reports, presentations and briefs. Employee accomplishes this responsibility by completing the following tasks and others assigned as needed:

a) HMIS Report

b) Thurston County Bi-Yearly Report

c) Other duties as assigned

1. Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics.
2. Monitors CCSWW HEN page for updates and accuracy
3. Maintains training spreadsheet, sources training as requested and updates Program Manager as training is needed
4. Creates documents as needed with Adobe
5. Microsoft Office
6. Maintains department schedules by keeping calendars for department personnel, arranging meetings, and classes.
7. Contribute to short and long-term organizational planning and strategy through supporting the management team
8. Attend monthly operation/staff meeting
9. Take dictation and minutes and accurately enter data
10. Develop and carry out an efficient documentation and filing system
11. Send proposed agenda to team so they have a baseline for planning the next meeting agenda Invite agenda item submission from all meeting attendees prior to the meeting. Write up agenda including all items carried forward from previous minutes and new items received from the meeting attendees and meeting leader. Send completed agenda to all participants prior to the meeting taking place.
12. Disseminate minutes via email to all participates to facilitate team communications and making sure everyone is kept in the communication loop, even if they were not able to attend the meeting.
13. Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; making recommendations for management approval.
14. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
15. Provides assistance to Program Manager with Human Resource related processes within the program.
16. Perform other related duties as required or instructed, including providing support to other areas of work
17. Minimum Qualifications
18. Associate's degree in administration, social service, business or related field
19. Or 3-5 years’ experience as Operations Assistant/executive support.
20. Accounting background is not required but is a plus.
21. Excellent knowledge of Microsoft Office. Excellent computer skills and experience with Window and databases.
22. Experience working with office management systems and procedures.
23. Ability to work with a diverse group of people with chronic mental health, chemical dependency and legal problems.
24. Demonstrated ability to type accurately and efficiently.
25. Ability to be flexible, meet deadlines, and work effectively under stress
26. Excellent interpersonal skills to include excellent communication and writing skills
27. Must be very organized, with a strong ability to multi-task
28. Ability to draft emails on behalf of high-level managers intended for senior level managers.
29. Be a positive and proactive team member.
30. Applicant must successfully pass required background checks prior to an offer of employment.
31. Must have reliable transportation.
32. Must have an acceptable driving record per CCS' driving policy, (required to provide current driving abstract).
33. Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
34. Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
35. Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
36. PREFERRED QUALIFICATIONS:
37. Bachelor's in administration, social service or related field
38. Must have 2yrs experience working with the homeless populations.
39. Proven experience as an executive Operations Assistant, senior executive assistant or in other secretarial position.
40. Background in SharePoint as a power user or administrator, a knowledge of Office 365 and ability to implement and customize collaboration solutions within Office 365