Administrative Assistant II

Catholic Community Services of Western Washington; Lacey (WA); On-site; USD 32,000 - 37,000; Full time

Job summary

Catholic Community Services of Western Washington is seeking a front desk assistant to support Housing and Essential Needs (HEN) services. You will greet clients, answer calls, pre-screen, and schedule for Case Managers and Supervisors.

The role involves data entry in HMIS, coordinating with local housing resources, and assisting with eligibility documents and outreach. Excellent communication and multicultural sensitivity are essential.

Qualifications

• High School Diploma or Equivalent.
• At least one year of experience in direct provision of social services, preferably with homeless people.
• Excellent written and oral communication.
• Good office computer skills, with ability to maintain complex client records.
• Demonstrates culturally competent services and ability to work in multi-cultural situations.

Responsibilities

• Greet clients at the front desk and answer phone calls.
• Provide general information and pre-screen/direct incoming clients.
• Schedule appointments for Case Manager, Program Supervisor and Program Manager.
• Assist with obtaining documents for eligibility and rental assistance payments.
• Enter and maintain accurate information in HMIS and other client records.
• Transport clients to appointments and housing opportunities as needed.
• Create client-directed service plans and coordinate with local resources.

Skills

Written and oral communication

Office computer skills

Multicultural sensitivity

Education

High School Diploma or Equivalent

Tools

HMIS

Job description

Overview

$23.40 - $26.92 HR/DOE

Join our team!

Excellent benefit to include 3 weeks vacation, 2 weeks sick leave, 13 paid holidays, medical, dental, vision, life insurance, AD&D, pension, 403b, flex-spending, HSA.

Housing and Essential Needs is a statewide program and 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 Kitsap 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.

Responsibilities

Front Desk Duties

• Greet clients at the front desk as they enter the office.
• Answer telephone and make phone calls.
• Provide general information.
• Pre-screen and direct incoming clients.
• Schedule appointments for Case Manager, Program Supervisor and Program Manager.
• Assist Case Manager and Program Supervisor with requesting and obtaining documents needed for eligibility, rental assistance payments, etc.
• Prepare paperwork and have intake packets ready for Case Manager and Program Supervisor.
• Provide community information or refer clients to other programs.
• Assist Program Supervisor with establishing connections with local resources including prospective landlords.
• Prepare and organize client files, mail out information and documents to clients and vendors.
• Gather and obtain and file all incoming client paperwork.
• Data entry and filing of confidential records.
• Enter and maintain accurate information in HMIS.
• Provide follow up with clients who are transitioning or who have already transitioned in order to make sure outcomes are recorded accurately.

Essential Need Items

• Track inventory, maintain forms, supplies and essential needs items including toiletries, bus passes, gas vouchers, gift cards, etc.
• Order supplies staying within budget provided.
• Give out essential need items to clients according to CHG guidelines.
• Provide documentation and reports to Program Supervisor and Program Manager.

General

• All employees and volunteers are responsible for safekeeping a workplace that values and supports a culturally diverse work environment.
• Maintain the front area, lobby and bathroom in a clean and orderly fashion for the benefit of all.
• Help to ensure strict compliance with all CHG guidelines.
• Represent CCS’ HEN program at various meetings and community events.
• Coordinate with other agencies especially Coordinated Entry to assure that individuals are served and prioritized based on their vulnerability score.
• Assist in advertising the HEN program.
• Transport clients to Coordinated Entry, local resources and housing opportunities in personal vehicle.
• Assist in providing Case Management services for vulnerable clients who have difficulty accessing housing and resources in Case Manager’s absence.
• Create client directed service plans.
• Transport clients to visit housing opportunities.
• Advocate on behalf of clients.
• Assist clients in connecting to resources that help them overcome barriers.
• Other duties may be assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• High School Diploma or Equivalent.
• At least one year of experience in direct provision of social services, preferably with homeless people.
• Applicant must successfully pass required background checks prior to an offer of employment.
• Understanding of problems homeless people often face, including alcohol and drug abuse, mental illness, domestic violence, and long-term homelessness.
• Excellent written and oral communication.
• Good office computer skills, with ability to maintain complex client records.
• Commitment to working within the mission, goals and objective of Catholic Community Services.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
• Must have reliable transportation, valid driver’s license, and automobile insurance and ability to transport clients in your personal vehicle.
• Must have an acceptable driving record per CCS’ driving policy. (required to provide current driving abstract).