CCSWW

Operation Manager I - Aloha Inn

Job Locations US-WA-Seattle
Posted Date 3 months ago(6/25/2020 12:10 PM)
Job ID
2020-4735
# of Openings
1
Category
Housing - Direct Service
Min
USD $45,000.00/Yr.

Overview

$45,000+ DOE. This is a full-time position with excellent benefits and generous paid leave. 

 

PROGRAM DESCRIPTION:

The Aloha Inn is a  24/7 enhanced shelter and related services for adults experiencing homelessness.  Many clients have behavioral health issues, active addiction issues, and/or trauma. This is a low-barrier, harm reduction program. The Operations Manager is a key member of the Aloha Inn leadership team.

 

POSITION DESCRIPTION:

The Operations Manager plays a crucial role in the program’s overall success and oversees facilities and assists with staff development, team-building, administrative duties, fiscal oversight of a $1.4 million budget, and financial records. They are also responsible for “paperless” records and ensuring accurate data is inputted into King County and Catholic Community Services Homeless Management Information System.

Responsibilities

Management

  • Oversee Facilities operations and meet weekly with Maintenance Supervisor and Advocate Supervisor to provide oversight and ensure unit inspections, quick unit turns, shelter safety and overall cleanliness and habitability of the building.
  • Assist Program Manager and coordinate unit cleanliness issues with janitorial team staff.
  • Assist Program Manager with investigating, writing and serving all client Shelter Violations, including involuntary shelter bars and exits, and, completes these procedures in Program Manager’s absence.
  • Work with all program staff to ensure full electronic “paperless” operations--including care team forms, shelter intakes, assessments and attendance functions, etc.
  • Assist Program Manager with any informal and formal Grievances.
  • Attend weekly leadership meetings and assist Program manager, Supportive Services Manager and Advocate Supervisor with policy development and implementation, staff training and day to day operations and facilities.
  • Provide coverage when someone is sick or has other emergencies to ensure minimum staffing is always maintained.
  • Ensure Advocate staff are maintaining client records in database and electronic log.
  • Provide leadership and direction in resolving all client issues and crisis intervention as needed. Provide direction and support to staff by responding to an emergency after hours coverage; including on-site coverage when appropriate, ensuring minimum 24/7 staffing levels are always met. Ability to work some evenings and at least one weekend day to ensure coverage.
  • Work to increase resident involvement in advocacy and attend CCS advocacy events. 

Contract Management

  • Manage contract compliance with outside food service vendor, and other vendors as assigned.
  • Solicit competitive bids for facility projects and ensure compliance with agency procurement and contract process.
  • Maintain all vendor contracts

Data Management

  • Review and record notes and information in ShiftNote and other databases that are relevant to other staff members and/or help ensure program consistency.
  • Maintain client records, updating information on an ongoing basis.
  • Confirm enrollment of new clients and referrals into the HMIS and Shiftnote databases, ensuring that the information is complete and accurate for each client.
  • Generate reports in HMIS to ensure data quality.
  • Develop systems to collect missing client information
  • Ensure proper entry records / exit clients from all databases who are no longer using services
  • Maintain client records and HMIS consent forms in accordance with agency standards.
  • ExMaintain accurate client count throughout shifts.

Financial Management

  • Monitor the CCS Accounting Departnent’s finnciaal reports, keeping an internal accounting of all expenditures and receipts.
  • Prepare all financial information for contract reporting. The CCS reporting format must be translated and collated for one to understand the rate of overall spending, and to use for reports to our funder.
  • Locate and prepare facility, financial and contract information as needed for audits.
  • Fill out check requests for program’s expenses. Monitor payments of accounts and communicate with vendors about over payments.
  • Assist outside vendor with serving meals that are prepared off-site and delivered to the building.
  • Manage client assistance fund disbursement
  • Assist Program Manager with all payroll responsibilities
  • Coordinate and purchse supplies for the offices, kitchen, resident support and maintnence.

Administrative and General Responsibilities

  • Attend trainings required of employees as scheduled.
  • Maintain accurate record of hours worked and turn in timesheets on schedule.
  • Contribute to and support a positive, team-oriented, culturally diverse work environment. participate with.
  • Participate as team member in staff and supervisory meetings as required.
  • Observe/follow guidelines on confidentiality rights of clients and respect their privacy.

Qualifications

  • Associates degree in Business Management, Accounting, Data Management, or a related field, or equivalent experience.
  • Excellent office computer skills, written, and oral communication.
  • One year of experience working with people experiencing homelessness.
  • Experience or knowledge of behavioral health , addictions, and barriers to housing.
  • Knowledge and experience with crisis intervention.
  • Commitment to the harm reduction program model.
  • Ability to work within the mission, goals, and objectives of Catholic Housing Services/Catholic Community Services.
  • Ability to commit to developing and safekeeping a workplace that values and supports a culturally diverse work environment.
  • Must have a reliable phone or voice mail service at all times in which to be reached.
  • Ability to contribute to a work environment that fosters respect, teamwork, and excellence. 

PREFERRED QUALIFICATIONS:

  • College degree and or/college level classes toward degree in Liberal Arts/Social Service field.
  • Previous work experience in programs that work with high needs participants.
  • Knowledge of trauma informed care
  • CPR/First Aid training

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