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POSITION TITLE: Administrative Assistant

Job Title: Administrative Assistant

FSLA Status: Non-Exempt

Reporting Relationship: Position reports directly to the Director of Homeless Services and Executive Director

Purpose and Scope: Provide homeless coalition/Continuum of Care (CoC) staff support to ensure compliance with the State of Florida homeless coalition staffing grant contract by assisting with the development of the local homeless continuum of care plan, as described in 420.624 F.S. and meeting and maintaining compliance with duties and activities required by 420.634, F.S.  As support staff to the CoC, ensure compliance with the responsibilities of the CoC, as prescribed in 24 CFR 578.7 and 578.9.

Job Responsibilities and Essential Functions:

Reporting to the Director of Homeless Services

  1. Serve as support staff for the Homeless Services Network of Suwannee Valley (HSNSV) homeless coalition, supporting meeting functions including reserving locations, generating meeting notices and agendas, updating annually the governance charter (See 24 CFR 578.7(a.)(5), and taking minutes.
  2. Prepare the monthly coalition staffing grants reports.
  3. Monitor communications related to the work of the homeless coalition, including but not limited to HUD Exchange, National Homeless Information Project, Florida Coalition to End Homeless, U.S. Interagency Council on Homelessness, etc. and generating files for such documents as needed or requested as well as communicate the information to parties who it applies to.
  4. Participate in the generation of the applications for Homeless Prevention Grant, Emergency Solutions Grant, Challenge Grant, and Homeless Coalition Staffing Grant. Collaboratively, with other staff, prepare the HUD CoC application and related HUD submissions including participating in conference calls, drafting documents for grant applications, and collecting information needed.
  5. Serve as the contract manager between UWSV, as the homeless coalition lead agency, and the sub-grantee agencies for the Challenge, TANF, and Emergency Solutions Grants, including conducting and reporting on site visits, and evaluating outcomes of projects and reporting to HUD.
  6. Update all forms required for client files per contracts as needed.
  7. Coalition capacity duties including developing contact lists of faith based community, elected officials, etc.
  8. Monitor match for all grants
  9. Pursuant to HB 7165 regarding Early Learning, secure and submit Early Learning Coalition referrals for those households identified as homeless.
  10. Maintain mandatory training certificates for all staff including HIPAA, etc.
  11. Maintain the homeless services directory.
  12. Service as staff to the Review Panel Committee by taking, maintaining and distributing minutes.
  13. Coordinate all logistics regarding the Point-in-Time (PIT) activities up to and including the actual survey of homeless individuals which includes assisting with supply ordering, training, and meeting documentation (attendance/minutes). Analyze and report PIT data to HUD and state to meet grant requirements.
  14. Maintain knowledge of HMIS and ability to respond to agency/user questions.
  15. Participate in HMIS Users Group.
  16. Participate in System Performance Committee
  17. Handle all aspects of the Long Term Recovery Committee
  18. Participate in disaster training sessions.
  19. Support United Way of Suwannee Valley’s role during disasters.
  20. Keep 2-1-1 updated with local resources.
  21. Enter HMIS client data in the HMIS database.
  22. Provide back-up support for coordinated entry calls
  23. Enter financial assistance surveys in HMIS for client assessments.
  24. Assist with housing navigation
  25. Assist with Homeless Summit
  26. Assist with Veteran Summit

Reporting to the Executive Director

  1. Maintain facilities – call for maintenance, organize, maintaining cleanliness, phone system knowledge etc.
  2. Ordering supplies
  3. All cell phone/IPad related issues
  4. Assist with the logistics of the annual Leadership Forum
  5. Perform additional projects and assist with special events as assigned.

Knowledge, Skills and Abilities:

  • Excellent organizational and planning skills; ability to prioritize and manage multiple assignments; strong attention to detail.
  • Excellent written and verbal communication.
  • Ability to develop strong trusting relationships in order to gain support and achieve results.
  • Ability to work in a variety of settings with culturally-diverse families and communities with the ability to be culturally sensitive and appropriate.
  • Ability to legally operate a motor vehicle and provide own transportation.
  • Ability to maintain confidentiality.
  • Proficient computer skills (including Microsoft Excel, Word) and ability to share computer knowledge.

Education and Experience:

  • BS/BA in Social Work, or related preferred.
  • 1-2 years’ experience in an office.
  • Any equivalent combination of experience and education from which comparable knowledge, skills and abilities have been achieved may be acceptable.

Americans with Disability Specifications

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 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; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 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:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

General Sign Off:

The employee is expected to adhere to all agency policies and to act as a role model in the adherence to agency policies.

Jennifer Anchors

Jennifer Anchors

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