Services Coordinator

The Greater Wheeling Coalition for the Homeless

Job Description

Services Coordinator

Date: June 11, 2021

Reports to: Executive Director

Supervises: N/A

Purpose: To provide specialized coordination which assists the direct service staff and

HMIS Specialist in providing services to the clients and support of all agency personnel through wide-ranging activities including facilitating services; community-based marketing; data collection; facilitation of agency-wide time management practices; streamlining practices involving service delivery, accounting/fiscal support, and all internal scheduling and referrals. The position must promote the organization's professionalism through the receiving area's efficient operation for all guests.

ESSENTIAL TASKS OF THE POSITION: (The following is intended to be illustrative, not all-inclusive):

Direct Service Focused

• Work with key staff to implement practices to facilitate a prompt and efficient use of company time which support housing coordination, service delivery, and agency administration

• Provide in-reach by answering all incoming phone calls, referring clients to the correct employee/program as necessary, and maintaining the order and cleanliness of the waiting area. This includes maintaining the rotation of current and relevant information on the waiting area TV

• Manage the ingress and egress of all visitors, clients and staff in the facility for purposes of accountability and safety

• Schedule all appointments for the case management team and others while confirming all appointments on multiple schedules daily. At the start of each appointment, review and update the Community Resource Survey with each person, and upon each concluding appointment, assist the client with the exit survey

• Perform various assessments and services to clients to support the organization's activities and assist in the determination of client needs, eligibility information, referral, and follow-up

• Assist the direct service team and the administrative branch with locating resources to improve individual outcomes and support programming needs

• Maintain the office and client mail system

• Maintain the office file room, including maintaining the Grant Close-Out Spreadsheet for the purging of client files and assist in the process

• Maintain the list of clients and others who are banned from the premises and the list for infectious disease. In addition, report to the security guards and other key staff clients who have vacated the Coalition facilities

• Provide follow-up calls to housed clients at set intervals to promote housing stability

• Work with ASC to reach out to the community to solicit donations of items clients need but are beyond our scope

• Connect clients and those seen at intake with community resources via the development and maintenance of a robust information/ referral system and follow up on an individual basis on all information/ referral

• Maintain a currently revised community resource guide

• In conjunction with the ASC, develop and maintain through Microsoft Outlook a comprehensive professional contact list for the organization

• Manage the inventorying, storing, and distribution of supplies for clients

• Assertively promote Coalition programs by developing positive alliances through outreach between the organization and its partners, such as landlords, financial stakeholders, and colleagues resulting in marked improvements

• Work efficiently and cooperatively with personnel to coordinate activities for all programs resulting in improved service delivery, better time management, lower number of necessary incident reports, and enhanced agency operations

• Promote the improvement of critical interpersonal skills in our clientele, such as coping, proper communication, stress reduction, and defusing crisis in a confident, diplomatic, and trained manner

• Participate in mandatory organizational activities as assigned, such as staff meetings, fundraising, street outreach, Point in Time Count, Continuum of Care activities, and group client meetings

• Participate in the coordination of all activities, including orchestrating agency meetings/events, scheduling, preparation of meeting rooms, developing calendars of activities, maintaining the policy and procedures associated with client's using the waiting area

• Develop linkage with outside agencies and assist with in-house activities to allow our clients to participate in training workshops in various disciplines such as homemaking skills, credit counseling and budgeting, educational and job opportunities, nutrition, parenting, health care, child care, support services, homebuyer education, and entrepreneurial business development. If necessary, schedule these for in-house monthly opportunities. Track all required information.

HMIS Focused

• Assist the designated staff with preparing regular reports on program status and tracking aggregate data on program achievements

• Fully utilize the HMIS in a point in time fashion for each client; this includes entering data, running reports, and communicating issues to designated staff

• Complete the tracking of Shelter Entry and Exit forms as received daily- this involves retrieving documents, completing the HMIS entry or exit functionality, and filing the form in the client chart. Information needs to be shared with CIO and Case Managers for casework purposes

• Assist the HMIS Specialist with monitoring quality, timeliness, and accuracy of data input, data management, and data reports

• Assist in resolving data quality reports errors and all audit report deficiencies

• Work as assigned with the WV Steering Committee to gain an understanding of HMIS

Statewide functionality and protocols

• Assist with the PITC and HIC actively working on volunteer recruitment, organizing trainings, identification of campsites, scheduling and eventual survey retrieval, and data compilation

• Manage and maintain the HMIS record-keeping system between the HMIS Lead GWCH and

Contributing HMIS Organizations within the NPCOC

• Assist with all month reporting as assigned

SECONDARY TASKS:

• Attend all required and assigned training

• Promote and represent the organization at functions as delegated

• Develop and disseminate information

• Assist with all necessary reporting, documentation, and record-keeping

• Conduct research, assemble and analyze data and information

• Work with diverse groups of people, reflecting professionalism as being the front position person of the agency

• Complete special projects, as assigned

• Apply a working knowledge of computer software, typing, databases, emails, and online activities

• Perform other duties, as assigned, within the job classification

POSITION REQUIREMENTS AND QUALIFICATIONS:

Education Level

• High School Diploma with applicable work experience

• Documented experience or certifications in Microsoft Word, Excel, and Outlook

Transportation

• You must have a car, a valid driver's license, and car insurance

• You must be willing to transport clients, if necessary

Experience in Related Field

• Currently skilled in an administrative assisting role, head clerical or front-line office work in a public setting

• Served in a networking capacity with businesses and agencies in the development of resources for a company or organization

• Information Management Systems experience is helpful

Knowledge, Abilities, and Attributes

• Maintain a high degree of personal flexibility to accommodate changing regulations and policies

• Capability to multi-task assignments at a fast pace while maintaining a calm demeanor

• Dependable daily and punctual

• Maintain confidentiality of client information, agency processes, and all data

• Work as a team member in an environment that fosters input and critical thinking in solving social issues funded through the governmental and public sector

• Accept constructive criticism as a necessary stage of professional growth

• Proven ability to perform duties with minimal supervision, reflecting attributes of an independent worker and self-starter

• Fluency in spoken and written English with experience in persuasive communications

• Detailed-Oriented and highly organized on every level

• Skillful at making applicants, participants, and the community comfortable with participating in the programs and possess the ability to generate enthusiasm among all

• Ability to maintain confidentiality in all assignments; work harmoniously with other agency personnel; be flexible and perform work under time pressure; handle multiple deadlines and tasks simultaneously

• Competency in operating all office equipment: computers, printers, scanner, fax, and multi- line telephone with a hands-free device

Working Conditions

• Office and residential environment

• Work in all weather conditions (hot, cold, humid, dry, and wet)

• Ability to travel for meetings

Physical Demands

• Strength: Ability to lift to 40 lbs. or over, with the assistance of other staff

• Type: Moderate levels of physical working ability. Ability to lift, push, pull, or otherwise carry objects associated with regular housekeeping duties. Work involves walking, bending, reaching, and standing. Sedentary periods of an entire shift are common

Work Schedule

• Ability to work full time, during stipulated business hours

• Must have the ability to work occasional non-traditional hours, including evenings and/or weekends when required

ACKNOWLEDGMENT:

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities and duties of personnel so classified.

This position's requirements indicate the physical and mental capacities needed to perform the duties for the position satisfactorily. Reasonable accommodations, as required by the Americans with Disabilities Act, will be granted wherever possible.

I acknowledge receipt and review of this job description:

Applicant Signature: _________________________ Date: ___________

Please Print Name: __________________________________________

Work Remotely

• No

Job Types: Full-time, Temporary

Pay: Up to $32,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
We encourage vaccinations for all staff. In order to mitigate risk and exposure all staff vaccinated or not, as well as clients must wear masks. All personal protective gear provided.

Application Question(s):

• Do you have the ability to pass BOTH a background check and drug screening?
• Do you experience using a Management Information System for keeping client data or records?

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 2 years (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: One location