Homeless Services Assistant

Job Title: Homeless Services Assistant

Reports To: Office Manager & Program Director

FLSA Status: Non-Exempt

Notice: 2 Weeks

Grade: 3

SUMMARY OF DUTIES:

This support member to the Homeless Program is responsible for organizing, coordinating and monitoring all non-clinical operations of Homeless Program under the direction of the Program Director and Office Manager; providing clerical activities including triaging calls, coordinating communication between team and consumers; maintaining accounting and budget records for program expenditures; and operating and coordinating the management information system.

RESPONSIBILITIES:

·  Filing, photocopying, triaging calls and general document creation, type letters, memos, and reports per staff request.

·  Maintain office and client supplies.

·  Track purchase order requests.

·  Maintain tracking of motel and vendor use by staff on behalf of clients.

·  Maintain accurate auditing of client charts, both for required documentation and grant regulations.

·  Maintains confidentiality of communications, especially related to personnel and Program Director correspondence.

·  Composes routine correspondence

·  Coordinate client/program activities

·  Ensure resolution of face-to-face visits within the HMIS database

·  Maintain records of staff outreach safety protocol check-ins.

·  Record admissions and discharges and provide a source of information for statistical reports.

·  Update and maintain BBH Employee Handbook and BBH Clinical Policy and Procedure Manual to assure that current and accurate information is available to staff.

·  Prepare letters to request medical records and client authorizations and maintain a log of requests and record received per HIPAA compliance regulations.

·  Manage and operate a system to disperse money to staff according to individual client budgets in accordance with consumers' chart managers and operate the system to document all cash transactions with receipts signed by client and/or staff and maintain the bus token log and lock-up box.

·  Takes minutes for staff and community meetings.

·  Communicate regularly with the agency financial office to track client expenditures.

·  Operate and coordinate the computer and management Information systems for the program (HMIS, Anasazi, Cairs, Psyckes).

·  Receives and disburses all referrals for the Outreach team

·  Manages all clerical assistance needed for the Program and Satellite locations

·  Generates a variety of reports based upon the requirements of the various Homeless Services funding sources

·  Manages all the ordering, stocking and inventory for the Bridger House

·  General Support to Office Manager and Program Director of Homeless Services

·  Schedule and assigned duties are subject to change based on the needs of the program and the clients we serve.

REQUIRED KNOWLEDGE AND SKILLS:

·  Strong assessment skills required

·  Knowledge of the operation and use of personal computer, including Excel and Word

·  Ability to organize and maintain auditing materials.

·  Ability to communicate effectively with a variety of professionals.

·  Able to take initiative.

·  Must be adept at problem-solving, possess strong interpersonal skills. 

·  Must be able to prioritize and plan work activities as to use time efficiently. 

·  Must be organized, accurate, thorough and able to monitor work for quality.

·  Must be dependable, able to follow instructions, respond to management direction. 

·  Ability to establish and maintain good working relationships with multidisciplinary team.

·  Bi-lingual preferred, Spanish and English.

QUALIFICATIONS:

·  High School diploma or equivalency including or supplemented by courses in typing and computer operations PLUS one year full-time paid experience performing some combination of secretarial and data entry duties OR Graduation from two year Business School with courses in typing and computer operations.