Shelter Operations Specialist - ARCHES

About the role

The ARCHES Project operates a transitional housing shelter for individuals who are experiencing homelessness. The Operation Specialist will aim to create a unified system, whereby basic need and housing services are provided to clients. This position coordinates shelter services, facilitating daily operations under Program Management, purchasing and ordering supplies, coordinating housekeeping and food services, upholding program data collection and reporting, collaborating with staff, performing file audits to evaluate compliance, holding team meetings, and training volunteers and interns. This position collaborates with the shelter team and community partners to ensure continuity of client services.

Minimum qualifications

Education and/or experience:

• Associate's degree in social services, public health, or related field
• Two years of case management or social service experience
• Ideal candidates will possess an advanced degree with three or more years of homeless service delivery experience and mental health certifications and/or licensing
• Equivalent combination of education and experience will be considered

Certificates, licenses, registrations:

• Driver qualifications required: valid driver license, insured vehicle available for use on the job, and a satisfactory driving record for the previous three years
• Basic Life Support/First Aid Certification required within first 30 days of hire
• Food Handler's Card or ability to obtain within 30 days
• Preference given to applicants who have completed Certified Peer Support Specialist training
• Must pass a comprehensive MWVCAA background screening prior to employment
• Must pass pre-employment and random drug screenings

Knowledge, skills, and abilities:

• Effective interpersonal communication skills, in both oral and written form
• Proficiencies in computers, Microsoft Office products, database software and web tools
• Knowledge of internal policies, standard operating procedures (SOPs), and operational reporting requirements
• Must possess excellent planning, organization and time management skills
• Exhibits a positive attitude and engages with others in a cooperative and supportive manner
• Must be willing to work day, evenings and weekend shifts as needed

Essential duties and responsibilities

• Facilitates and assists with the daily operations of services, inclusive of housekeeping, laundry, kitchen and supportive services
• Supports staff adherence to program policy and procedures
• Is responsible for all financial tracking, inventory, acquisition and purchase reconciliation for supplies for the program
• Receives maintenance and makes appropriate maintenance requests for the program building
• Communicates program needs, maintenance issues, and client issues with the program manager
• Acts as the program safety committee member, ensures the program is compliant with all agency, state, and federal safety standards
• Ensures that facilities meet licensing requirements and ensures the daily cleanliness of the program facility
• Facilitates the daily operations of support services team
• Provides training to support services staff on program policies and procedures
• Performs file audits, ensuring support services staff are monitoring client's progress and maintaining detailed and up-to-date case notes
• Enters required client data and service transactions into the Homeless Management Information System (HMIS)
• Utilizes the Vulnerability Index Service Prioritization and Decision Assistance Tool (VI-SPDAT) assessment to determine case management placement and to develop an Action/Care Plan
• Maintains complete client records, daily activity logs, mileage logs, and other reports as directed
• Applies crisis intervention and de-escalation techniques as needed
• Identifies program candidates through use of coordinated entry system and direct referrals from state and federal partners
• Assists referrals with program applications
• Engages with community partners to identify additional community resources to maximize program opportunities
• Assists the Program Manager in evaluating staff members' delivery of services
• Other duties as assigned to provide program support
• Fill in for Site Assistants and Case Managers as needed by Program Manager

Supervisory responsibilities

There are no supervisory duties in this position.

Physical and mental demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Manual dexterity for handling computers, devices, and office equipment
• Frequently lift up to 25 pounds. Occasionally lift up to 50 pounds
• Maintains calm dispositions and regulates emotions with clients and staff utilizing de-escalation techniques and trauma-informed care
• Regulates emotions and handles pressure of frequent demands for attention, time and work tasks
• Attends and engages in required annual trainings
• Specific vision abilities required by this job include close vision and ability to adjust focus
• Ability to exercise judgement and quick decision-making skills in response to guest or client incidents
• Requires ability to stay calm and alert during shift

Work environment

• Close quarters, often with a client population experiencing homelessness, substance use disorders, and/or severe and persistent mental illness, and/or unpredictable behavior
• Indoor work environment with frequent interruptions and demands
• Variable and flexible work hours, including holidays, early mornings, evenings, and weekends
• Occasional exposure to biohazards requiring frequent use of PPE such as gloves, masks, eye protection, protective clothing and shoes or boots

Benefits

• 401k contribution after 1 year
• Employee Assistance Program
• Life insurance
• Health, Vision and Dental Insurance
• For some positions, employees may be eligible for company-sponsored continuing education