CCSWW

  • Operations Assistant I

    Job Locations US-WA-Bremerton
    Posted Date 4 weeks ago(9/21/2018 4:08 PM)
    Job ID
    2018-3312
    # of Openings
    1
    Category
    Benedict House
    Min
    USD $15.60/Hr.
  • Overview

    Benedict House offers emergency housing for single homeless men in Kitsap County. BH provides 24 beds and three respite care beds, case management, meals, and other essential supports for residents. This position supervises the daily operations of Benedict House, the respite care program, community & parish relations, and other Kitsap region family center coordination activities.

     

    The Operations Assistant is responsible for providing administrative support by coordinating activities, supporting programs and facilitating department objectives and responsible for the implementation and customization of department intranet platform for the data collection, and report production for the department. This position is also responsible for supporting the Director of Operations, Program Manager and Benedict House Supervisor with day-to-day clerical tasks.

    Responsibilities

    Major Duties And Responsibilities

    Collects, inputs, and analyzes statistical data needed to produce reports as needed for funders and other departments within CCS. Produce reports, presentations and briefs. Employee accomplishes  this responsibility by completing the following tasks and others assigned as needed:

     

    • Benedict House Bed Night Report
    • Food Volunteer Report
    • Monthly Food Calendar
    • Monthly Provider Calendar
    • HUD Employee Hours Report
    • HMIS Data reports
    • Kitsap County Reports
    • City of Bremerton Reports
    • Grievance data and reports

     

    Organizes work by reading, routing and answering correspondence; Handle visitors and telephone calls and take action as appropriate, providing background information for appointments, collecting, maintaining and prioritizing information; managing department procedures and telecommunications; updating records and inventory.

     

    Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics

    Maintains Program Supervisor’s schedule by keeping calendar for Program Supervisor; arranging meetings, classes, conferences, and travel.

     

    Contribute to short and long-term organizational planning and strategy through supporting the management team:

     

    • Attend Benedict House and HAS Operations Meeting
    • Attend Benedict House Staff Meeting
    • Attend HAS Safety Meeting
    • Take dictation and minutes and accurately enter data
    • Develop and carry out an efficient documentation and filing system
    • Send proposed agenda to the team so they have a baseline for planning

      the next meeting agenda Invite agenda item submission from all meeting

       attendees prior to the meeting. Write up agenda including all items            

      carried forward from previous minutes and new items received from the

      meeting attendees and meeting leader. Send completed agenda to all

      participates prior to the meeting taking place.

      

    Disseminate minutes via Email to all participates to facilitate team     communication and making sure everyone is kept in the communication loop even if they were not able to attend the meeting.

     

    • Ensuring the lines of accounting are correct and all permissions for other than normal housrs (i.e. Overtime, Comp Time, Travel Comp Time, and Annual and sick leave) are properly recorded and approvided priot to validation and certification by the employees' respective supervisors
    • Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inteventories; evaluating new equipment and techniques, making recommendations for changes.
    • Perform other related duties as required or instructed, including providing support to other areas of work.
    • Assist with staff schedule and finding staff coverage as needed.
    • May assist in ordering supplies for the department.
    • May assist in picking up supplies, donation, or other needed items from vendor or other location for department.
    • May assist in food preparation for clients.
    • May assist in cleaning and organization of the Benedict House.
    • May be assigned to take inventory of department supplies/equipment.
    • Other duties as assigned.

    Qualifications

    • High School Diploma or GED
    • Excellent knowledge of Microsoft Office. Excellent computer skills and experience with Window, online, and databases.
    • Ability to work with a diverse group of people with chronic mental health, chemical dependency, and legal problems.
    • Ability to be flexible, meet deadlines, and work effectively under stress.
    • Excellent interpersonal skills to include exceptional communication and writing skills.
    • Must be very organized with strong ability to multi-task.
    • Ability to be compassionate, nonjudgmental, and set clear personal boundaries.
    • Ability to take strong initiative and ownership of the position, be proactive in problem solving, and be an effective team communicator.
    • Be a positive and proactive team member.
    • Proof of negative TB test within the 12 months.
    • Applicant must successfully pass required background checks prior to an offer of employment.
    • Must have reliable transportation, valid WA State driver’s license, automobile insurance and provide current auto registration.
    • 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 Administration, Social Services, or related field.
    • Must have a minimum of 2 years’ experience working with the homeless populations.

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