Operations Assistant

Catholic Charities Eastern Washington; Spokane (WA); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

FREE Employee Medical Insurance

FREE Employee Dental Insurance

FREE Employee Vision Insurance

Sick leave (8 hours per month)

Vacation (2 weeks minimum)

13 Paid Holidays

Retirement (3% employer contribution +

Job summary

Catholic Charities Eastern Washington is seeking a dedicated team member to support the Catalyst housing service location in Spokane. The role involves ensuring safety, coordinating front desk tasks, assisting residents with social services, and maintaining data records and daily logs.

The position requires a High School Diploma or GED, a valid driver’s license, and the ability to respond to emergencies, while complying with HIPAA and mandated reporting policies.

Qualifications

• High School diploma or GED is required.
• Leadership, management, and administrative skills.
• Ability to compassionately interact with mentally ill, substance abusers and homeless people.
• Valid Driver’s License and ability to drive for work use.
• Background check required.

Responsibilities

• Ensure safety and security of residents and environment.
• Oversee front desk activities, volunteers, mail, donations, and phone calls.
• Refer residents to relevant social services and assist case management.
• Respond to resident complaints promptly.
• Maintain Catalyst internal database and perform data entry.
• Conduct hourly facility walks to detect hazards; manage operations in absence of other staff.
• Intervene in crises and respond to emergencies as needed.
• Write daily log entries and read logs for continuity.
• Assist with shelter cleaning, mopping and laundry tasks.
• Protect PHI per HIPAA and maintain confidentiality.
• Use email, text, phone and databases for communications as directed.
• Follow mandated reporting procedures for abuse or neglect.
• Support Catholic Charities core mission and teamwork objectives.

Skills

Safety monitoring

Crisis intervention

Data entry

Communication

HIPAA compliance

Documentation

Teamwork

Education

High School Diploma or GED

Tools

Microsoft Word

Spreadsheet software

Database software

Job description

Job Description

Job Description

WE OFFER EXCELLENT BENEFITS:

• FREE Employee Medical Insurance
• FREE Employee Dental Insurance
• FREE Employee Vision Insurance
• Sick leave (8 hours of paid sick leave per month)
• Vacation (Minimum of 2 weeks paid vacation)
• Discounted health memberships
• Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
• FREE Long-Term Disability Insurance
• FREE Life Insurance
• 13 Paid Holidays

Mission of Catholic Charities

Feed the hungry, heal the hurting, welcome the stranger.

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

This position is responsible for assisting with the management and operation of the Catalyst service location. Catalyst provides interim housing and support services for formerly homeless individuals and couples. This position works as a member of the Operations team supporting residents to follow program expectations, engage in services, and progress toward independent housing.

Job Duties/Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential duties/responsibilities of this job.

1. Ensure that the rules are being observed and that it is a safe environment for residents, staff, and volunteers. Maintain safety and security by monitoring all general access areas.

2. Oversees required operations tasks during shift, including overseeing community volunteers as needed and attending the front desk, giving out mail, checking in gear, accepting donations, and answering telephones.

3. Through regular interactions with clients, make appropriate referrals to relevant social services. Assists case management staff in the coordination of services to residents; contact residents' outside service providers as necessary.

4. Respond to resident complaints.

5. Maintains relevant databases including Catalyst internal database. When necessary, administers the intake forms needed for statistical and narrative reports required by agency; performs required data entry.

6. Performs hourly walks throughout the facility to detect hazards. Manage all the building operations in the absence of other staff as assigned.

7. Intervene in crises, respond to emergencies, and initiate action as required, including contact with emergency response systems.

8. Write significant events involving residents and building operations activities in a daily log; read log daily.

9. Performs other relevant duties assigned by supervisor, including but not limited to shelter cleaning, mopping and laundry.

10. Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

11. Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.

12. As a mandated reporter, follow all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.

13. Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.

14. Performs as a team member to ensure that productivity outcome measures are achieved; regular attendance is particularly important for shelter safety and team dynamics.

15. Performs related functions necessary to support the mission and core values of Catholic Charities

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.

Education/Experience: **** to perform this job successfully, an individual must have a High School Diploma or a General Education Degree. Demonstrated leadership, management, and administrative skills. Ability to compassionately interact with mentally ill, substance abusers and homeless people.

Certificates/Licenses: To perform this job successfully, an individual must have a valid Driver’s License and the ability to drive for work use. Successfully pass background check applicable to position.

Physical Abilities: To perform this job successfully, an individual must be able to:

• Regularly sit, stand, climb, walk, hear/listen, talk
• Frequently ** __** lift up to 50 pounds, pull/push, carry, grasp, reach
• Occasionally crawl, stoop, kneel
• Clearly see 20+ feet, with or without corrective lenses, ability to focus

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability : ability to adapt to changes, delays, or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability : ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Attendance : ability to consistently arrive and be able to work as scheduled. Ability to work night and weekend shifts as needed.
• Computer/Technical Ability : working knowledge of: Word Processing software , Spreadsheet software , Internet software.
• Dependability : ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics.
• Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
• Language Ability : ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization.
• Mathematical Ability: ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Motor Coordination : the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
• Problem Solving Ability : ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
• Quality Management : ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others; ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
• Reasoning Ability : ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.
• Supervisory Skills: This job does not have any direct supervisory responsibilities.

Workplace Environmental Conditions

While performing the essential duties/responsibilities of this job, the employee will be:

• Noise Conditions: exposed during a shift to constant or intermittent sounds at moderate to loud levels of sound dependent upon the daily activities.
• Exposure to Trauma : Employees of Catholic Charities Eastern Washington provide direct services to vulnerable community members including those who have behavioral health challenges and those who have been exposed to trauma.
• Heat: subject to high temperatures
• Cold: exposed to low temperatures
• Strong smells: such as urine or body odor.
• Potential for exposure to illicit drugs and air-borne contaminants (proper PPE provided).
• Client Population may include people involved in gangs, with substance abuse concerns, homelessness and/or tendencies towards violent behavior.

Day Shift: 6:30am - 2:30pm, variable days
Swing Shift: 2:00pm-10:00pm, variable days.