JOB TITLE: Program Support Specialist FLSA status: Non-Exempt
Department: Youth Programs Reports to: Manager, Supportive Services
Position Summary: Provide administrative and case management support services for Youth Program staff.
General Purpose: Promote and maintain the mission of The Night Ministry to serve homeless youth through use of strong administrative and interpersonal skills, independent judgment, and attention to detail in a unique environment.
Provide administrative Services for senior management youth programs staff in a consistent and timely manner.
Serve as principal Youth Programs liaison to Administration
Must consistently demonstrate poise, tact and diplomacy in a unique environment involving a diverse and evolving population of infants, youth, volunteers, and staff
Must present a positive role model through attitude, behavior, and appearance
Enter statistical data into database(s) on daily or as needed
Copy and distribute communications from the Youth Programs staff, deliver resident mail to assigned Case Managers
Distribute weekly Youth Programs staff schedule
Maintain a skilled assessor status with the Coordinated Entry System
Run weekly utilization reports from ETO for Youth Programs
Maintain Service Point Administrator status
Attend weekly Youth Programs meetings and quarterly All-Staff Meetings
Maintain and distribute current lists of Youth Programs staff contact numbers and internal extensions/voice mailboxes on a bi-monthly basis
Maintain office supply inventories for West Town and Lake View programs in an orderly and space-saving manner; place monthly supply orders
Maintain mailing systems and Sign-In Room bulletin board
Monitor office equipment, arranging for maintenance and repairs; coordinate with Facilities & Administrative Services Manager.
Keep a current clean hard copy of each case file form available for copying
In conjunction with Human Resources, maintain list of staff birthdays and anniversaries; post monthly at locations.
Serve as receptionist for West Town and Lake View facilities when present
Admit and greet visitors, incoming staff, incoming residents, and volunteers, announcing visitors
Coordinate contractor access at authorized building locations, in the absence of the Maintenance staff
Provide hospitality to visitors to the programs and organize refreshments for meetings
Special projects and tasks as assigned
Case Management Support Tasks
Enter demographic and other data into database(s), as requested and/or assigned, for Youth Programs
Accompany Youth Programs' participants to appointments, as requested by Case Managers
Administer Life Skills and other assessments to Youth Programs' participants, as requested
Essentials skills and experience:
Strong interpersonal skills; able to interact and maintain good relations with diverse populations
Computer literate; advanced knowledge of Windows, familiar with MS office
Ability and willingness to perform multiple tasks and meet deadlines with minimal supervision
Excellent written and verbal communication skills
Office and front desk/receptionist desk experience
Ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
Experience working with adolescents and young adults
Experienced with data entry
Nonessential skills and experience:
Basic accounting/bookkeeping skills helpful
Experience working with challenging populations a plus
Reporting to this position: None.
Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; climb stairs; crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: The noise level in this environment can vary greatly and may occasionally seem disruptive, due to the continuous presence of young adults, infants, and toddlers.
Compensation: position offers base hourly salary with benefits package.