Support Specialist

SEEKHAVEN Family Crisis & Resource Center; Moab (UT); On-site; USD 32,000 - 52,000; Full time

Job summary

Seekhaven Family Crisis & Resource Center seeks a dedicated Support Specialist to assist leadership with organization, documentation, and general administrative duties. The role supports staff needs and programmatic success, ensuring efficient internal operations and collaboration.

The position involves scheduling, record-keeping, licensing documentation, and basic bookkeeping, under supervision of the Director of Programs and collaboration with the admin team.

Qualifications

• Bachelor's degree in business, 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 and manage crisis.

Responsibilities

• Schedule appointments and manage calendars.
• Serve as administrator for Google Workspace and other office systems.
• Assist with license documentation and DHHS submissions.
• Maintain physical and digital records with efficient filing.
• Support accounts payable and minor bookkeeping tasks in QuickBooks.

Skills

Data entry

Customer service

Crisis management

Communication

Interpersonal skills

Education

Bachelor's degree in business or related field

2 years related work experience

Tools

Google Workspace

QuickBooks

Microsoft Office

Job description

Seekhaven's Support Specialist provides essential support to the leadership members of the team. This key role involves assisting with various tasks as assigned including organization, documentation, and other duties as needed. The Support Specialist plays a crucial role in contributing to the efficiency, consistency and effectiveness of Seekhaven's internal operations, staff needs, and programmatic success. Additional general administrative tasks may be required in line with Seekhaven's needs and objectives.

As a key member, the Support Specialist is supervised by the Director of Programs and plays a supportive role to the leadership and administrative teams. This role is instrumental in upholding the productivity and cohesion, ensuring seamless operations and effective collaboration.

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.
• Assist 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.
• Coordinate payroll activities with the Director of Communications & Compliance and the Director of Programs.
• Assist in the handling of weekly financial checks and requests, ensuring consistency, accuracy and timeliness in financial transactions.
• Assist in 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.
• Assist in supervision or HR tasks, as needed.

Communications

• Assist with social media platforms, including content creation, scheduling, and engagement strategies.
• Assist in 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 acknowledgeme nts within the workplace and with community partners.

The Support Specialist is not expected to take on client work and consistently act as an Advocate. However there will be times they may int rcept 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 resourcesDemonstrating 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.

Physical Demands

• Ability to lift up to 25 pounds when necessary.
• Capacity to work in a fast-paced environment with numerous distractions, including in a shared office space.
• Capability to move continuously across Seekhaven's campus and travel to off-site locations as required.

Emotional Demands

• Capability to professionally manage oneself when hearing disclosures of various forms of abuse and crisis situations including physical and sexual violence, emotional and economic abuse, child abuse, drug use, suicidality and more.
• Ability to provide compassion, validation, and support to clients in crisis.
• Proficiency in establishing and maintaining emotional boundaries with clients, ensuring professional, client-led relationships consistent with agency standards.
• Capacity to practice self-care and utilize supportive resources provided by the agency or elsewhere.
• Skill in regulating oneself when giving and receiving constructive criticism, as well as being adaptable to fulfill Seekhaven's mission, foster a healthy work environment, and aid victims of abuse and violence.