Operations Assistant I

Catholic Community Services; Vancouver (WA); On-site; USD 33,000 - 36,000; Full time

Job summary

Catholic Community Services seeks an Operations Assistant for its Southern Region shelters, Bertha’s Place and Bertha’s Place Too in Vancouver, WA. The role supports clerical tasks, data collection, volunteering coordination, and front desk operations to ensure smooth shelter operations.

The position reports to the Operations Manager and emphasizes data reporting, volunteer recruitment, training, and resource coordination.

Qualifications

• High school diploma required.
• Strong computer skills with Windows and Excel.
• Excellent written and verbal communication.
• Ability to type at least 40 words per minute.
• Reliable transportation and valid driver’s license.
• Pass background checks.

Responsibilities

• Serve as the Operations Assistant for the Southern Region division.
• Collect and input data for reports for funders and CCS.
• Coordinate volunteers: interview, schedule, background checks.
• Administer monthly bus passes and manage front desk operations.
• Coordinate maintenance requests and liaise with vendors.
• Develop resource directories and partner with community organizations.

Skills

Strong communication

Strong interpersonal skills

Typing 40 words per minute

Education

High school Diploma

Associates Degree in social service

Tools

Excel

Windows

Job description

Overview

$22.95 - $26.40 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

Program Description: Bertha’s Place (62 units) and Bertha’s Place Too (29 units), are non-congregate shelters for people experiencing homelessness. The populations served are single women, couples with a female head of household, and people over 55. Bertha’s Place shelters are secure access 24-hour/7-day a week low barrier shelters with the primary goal of helping support program participants regain permanent housing.

Position Description: The Operations Assistant, working under the Operations Manager is responsible for assisting with all clerical duties for Southern Region Division; managing data collection; maintaining reporting databases; providing information and referral services; recruiting, orienting, training, and identifying volunteers for Bertha’s Place and Bertha’s Too; and scheduling volunteers to work in the programs as needed.

Responsibilities

A. Serves as the Operations Assistant for the Southern Region division.

1. Collects and inputs statistical data needed to produce reports as needed to produce reports as needed for funders and other departments within CCS:
   1. Monthly reports include:
      • Volunteer Report as needed
      • Bus Pass Tracking
      • Key Card Tracking
      • Meal Count Report
      • Assist Operations Manager with the Spend Down Report
   2. Quarterly reports include:
      • Assist Operations Manager with Clark County Reports
      • CCS Internal Reports as needed
      • Surveys at least annually
2. Assists with annual and ongoing events at both shelters.
3. Orders supplies and tracks purchase orders for the division.
4. Provide additional data regarding program services to the Clark County and VHA as needed.

B. Serves as the Volunteer Coordinator for the Southern Region by ensuring an adequate number of volunteers are available to assist with the efficient operation of the shelters.

• Interviews, approves and schedules volunteers, ensures completion of paperwork and runs background checks.
• Sets up and maintains volunteer records and maintains a volunteer tracking sheet.
• Provides basic orientation and health & safety orientation to volunteers.
• Keeps a record of volunteer hours worked
• Maintains contact with volunteer groups.
• Assists with the annual volunteer appreciation event as needed.

C. Administrative Support

1. Administers monthly bus passes to clients, enters service into case management software.
2. Administers key cards and key fobs to new employees.
3. Post monthly resource calendar in both shelters.
4. Coordinates and oversees the day-day operation of the front desk at both shelters. Maintain and file shelter sign in sheets, ensure the printers are serviced and replace paper/ink as needed, answer inquires that come in, manage donations, etc.

D. Supports Faculties/Maintenance Department

1. Coordinate and track maintenance request forms.
2. Monitor maintenance project/repair process.
3. Communicate with vendors and landlords to coordinate requests and resolve any issues that arise as needed.

E. Other duties as assigned

F. Develops and maintains resource directories and stays current on availability of resources within the community to provide assistance to individuals seeking assistance. Maintains relationships with local organizations who can provide assistance to those in need. Ensure data collection and reporting as needed.

Qualifications

Minimum Qualifications

• High school Diploma.
• Strong computer skills and experience with Windows based Word and Excel.
• Good communication skills both oral and written
• Ability to accurately type at least 40 words per minute
• Strong interpersonal skills
• Applicant must successfully pass required background checks prior to an offer of employment.
• Must have reliable transportation, valid driver’s license, auto registration and automobile insurance.
• Must have an acceptable driving record per CCS’ driving policy. (required to provide current driving abstract)
• 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

Preferred Qualifications:

• Associates Degree in social service or related field
• One year experience as a volunteer coordinator
• One year experience working with people who are homeless and with a range of disabilities (mental, physical, or addiction).