Support Specialist

Essential Functions

• Interpret and execute various instructions presented in diverse formats with precision and clarity.
• Demonstrate active listening skills to effectively comprehend and internalize information and ideas conveyed verbally and digitally.
• Precisely input data to produce meticulous reports that meet the highest standards of accuracy.
• Adhere to safety protocols to sustain a secure and protected environment within the organization, including additional protocols within the administrative offices.
• Maintain a clean work area and support cleanliness of shared spaces.
• Possess strong communication skills for conflict resolution, problem-solving, and crisis management.
• Actively engage in and document team meetings to ensure comprehensive understanding and effective communication.
• Completion of pertinent errands within the region.

Clerical/Administrative Duties

• Schedule appointments and manage Seekhaven's group calendars.
• Serve as administrator for Seekhaven's Google Workplace account, Adobe Acrobat, security system, thermostat and other online platforms.
• Affiliate with the Director of Operations with maintaining facility standards to ensure safety and cleanliness, and prepare documentation for obtaining licenses from the Department of Health and Human Services (DHHS).
• Organize and maintain physical records in the office and digital paperwork in Google Workplace, ensuring efficient filing systems are in place; when necessary, the SS is responsible for scanning, sending and organizing physical documentation to digital and online platforms.
• Support with accounts payable, minor bookkeeping tasks on Quickbooks, and audit preparation while ensuring proper filing, organization and documentation.
• Cook up payroll activities with the Director of Communications & Compliance and the Director of Programs.
• Affiliate with the handling of weekly financial checks and requests, ensuring consistency, accuracy and timeliness in financial transactions.
• Affiliate with the preparation and renewal of business and charitable licenses to ensure compliance with state regulations.

Management/Leadership

• Attend and participate in regularly scheduled administrative, and general team meetings.
• Affiliate with supervision or HR tasks, as needed.

Communications

• Affiliate with social media platforms, including content creation, scheduling, and engagement strategies.
• Affiliate with the development of marketing and advertising campaigns to promote Seekhaven's mission, services and initiatives.
• Ensure proper signage is made throughout the campus and office spaces to educate and guide staff and clients alike.
• Relay messages and other information to intended parties, including staff members, clients and community partners.
• Lead activities to express appreciation, celebrate successes, and promote supportive acknowledgements within the workplace and with community partners.

Client & Social Services

• The Support Specialist is not expected to take on client work and consistently act as an Advocate. However there will be times they may intercept a phone call or cross paths with a client in our facilities.
• Operating the 24-hour crisis hotline requires a high level of professionalism and the ability to navigate a diverse range of calls with sensitivity and expertise.
• This includes: Assessing clients for shelter admission, providing assurance and support during times of crisis, providing resources, demonstrating empathy and understanding towards individuals in distress.
• Maintaining composure and professionalism while handling these calls is crucial in ensuring that clients receive the assistance, guidance, and resources they urgently need.
• Additionally, Staff Are Expected To Maintain accurate and up-to-date survivor files and documentation in compliance with organizational standards and legal requirements.
• Provide empathetic responses to survivors to mitigate trauma levels and offer crisis intervention support.
• Refer survivors to appropriate community resources and counseling services as needed.
• Demonstrate effective communication and interpersonal skills in high-stress situations with individuals and groups.

Grant And Contract Compliance

• Maintain grant contract compliance and participate in required training.
• In coordination with the Grant Manager, gather necessary documentation and information for grant billing and reporting.

Required Skills And Background

• Bachelor's degree in business, human resources, social services or related field, or 2 years related work or personal experience.
• Strong computer skills in Internet, Microsoft & Google Workspace; QuickBooks experience preferred.
• Experience working with highly vulnerable populations.
• Ability to communicate effectively, provide conflict resolution, problem solve, and manage crisis.
• Excellent ability to assess and intervene with appropriate and effective intervention.
• Must pass a criminal background check as well as a child abuse registry check in UT as well as any state you have lived in, in the last 5 years.
• Must be at Least 18 years of age. Have a valid Driver's License.
• Demonstrate professionalism by balancing both the quantity and quality of work.
• Demonstrate dependability, initiative, ethical judgment and collaboration.