Data Specialist/Administration

Description

POSITION OVERVIEW:

As the Family Emergency Shelter Coalition (FESCO) Program Data and Administration Specialist, this individual will collaborate with other Operations staff to create and implement systems that ensure direct-service staff have the facilities, technology, supplies, and other resources they need to maximize their impact with program participants. This individual will also provide administrative support to the FESCO Program Director and the Finance Team and will support special projects aligned with agency objectives. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities:

Office Operations (FESCO Program Office):

• Provide day-to-day support for Administrative Office and shelter/housing sites, including screen/direct calls/visitors, assist with and deliver daily bank deposits, sort/distribute mail, and supervise office volunteers as needed.
• Maintain/trouble-shoot equipment (copier, phones, computers, peripherals), and work with repair/service providers to ensure functional office systems.
• Liaison with program coordinator and/or maintenance vendors, including acting as the point of contact for building alarms and submitting maintenance and cleaning requests.
• Liaison with IT and/or telecommunications vendor to ensure as uninterrupted access to technology and communication tools as possible, including copy machines. 

• Ensure building access to staff, vendors, and approved program partners.
• Coordinate shared space, including the conference rooms.
• Order and maintain inventory of supplies for office, workshops, and special events on a regular basis and as-needed in emergency situations from all vendors.
  • Deliver supplies to FESCO program sites.
• Communicate office closures, reservation conflicts, IT and telephone interruptions, and other special circumstances to staff in a timely manner.
  • Regularly communicate challenges or concerns to agency Operations and affected Program leadership staff. 
• Lead on the implementation of safety-related policies.
• Keep front office space and reception area presentable and welcoming for visitors.
• Check and distribute mail, faxes, packages and voice messages.
• Maintain ink and toner for printers and photocopiers.

Program Statistics Management

• Coordinate with Program Director and staff to collect and track client data and program statistics, including data entry and reporting, both in and outside of the Homeless Management Information System (HMIS).
• Act as the staff lead for coordinating agency’s HMIS, including representing the agency at user meetings and coordinating orientations/trainings/certifications for other staff.
• Produce and verify accuracy of all required HMIS reports for all programs, including monthly, quarterly, annual, and other time periods, as needed, for grant/contract reporting and compliance.
• Prepare and submit monthly invoices/reports as assigned (currently SSA and CACFP).

Property Management Administration

• Collect tenant rents from FESCO sites
• Proactively maintains highly organized filing system; files payroll paperwork, reimbursements, and other financial records.
• Enters Maintenance Requests into spreadsheet and coordinates needs with appropriate staff.
• Completes and posts appropriate notices (i.e. 3 Day and Notice to enter for maintenance/repair) to tenants at assigned sites.
• Reviews rent calculations and tracks rents received from assigned sites
• Follow compliance guidelines in line with contractual obligations according to Finance Manager.

Administrative Support to FESCO Program Director

• Support program-specific data-entry.
• Update and maintain program documents, templates, flyers, calendars, appointments and information.
• In collaboration with the Program Director, work with printing vendors to maintain a supply of outreach materials.
• Create and maintain systems for tracking support service dispersal and use, including reconciling support service gift cards with expenditures.
• Order and maintain inventory of support services to meet client needs.
• Coordinate training scheduling and registration for FESCO staff. 
• Complete minutes for team meetings, partner and community meetings as needed.
• Other duties as appropriate.

Administrative Support to the Finance Team

• Supports regular processes, including filing, of the finance team.
• Supports large projects of La Familia’s Finance/Administration teams, including preparing for audits. 

Special Projects/Other:

• Participates in La Familia cross-department teams as assigned.
• Collaborates on special projects related to agency objective, including special event planning.

Other

• Attend trainings and participate in events relevant to key responsibilities
• Track and regularly report on key metrics for responsible function areas
• Leads and collaborate on special projects related to agency objectives as appropriate

QUALIFICATIONS & EXPERIENCE:

• High School Diploma or equivalent
• Bilingual in Spanish and English (ability to read and write fluently in both languages)
• Knowledge of and 2 -years’ experience acting in a lead role for program logistics related to facilities.
• Experience in data entry and analysis
• Maintains a strong attention to detail, with excellent organizational skills
• Ability to maintain client confidentiality
• Ability to work well independently in a fast paced environment
• Experience working with adults of diverse backgrounds a plus
• Non-Profit and Community Based Organization experience highly desirable.
• Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.
• Thinks independently and can make informed decisions when needed.
• Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
• Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.
• Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.
• Valid CA Driver’s license
  • Auto insurance:  Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.  
• Current state-mandated guidelines requires employees in this position to be fully vaccinated against COVID-19, including booster shots. Accommodations may be available as required by law.  Applicants who are offered a position will be asked about their vaccination status and applications will be required to provide proof of vaccinations against COVID-19 including booster shots. The agency can provide accommodations as required by law in certain circumstances. 

BENEFITS:

• Work-life wellbeing & excellent work hours
• Supportive/Collaborative work environment
• Opportunities for Growth and Professional Development