My Place Home For The Homeless

Office Manager for homeless shelter and permanent supportive housing

My Place Home For The Homeless

Buffalo New York

Salary: Neg Per Hour




ESSENTIAL FUNCTIONS
General

  • Answer incoming calls and emails and facilitate appropriate team members.
  • Coordinate and schedule meetings for staff.
  • Collaborate with Housing Advocate, Case Manager, and Resident Aide serving as backup, particularly administrative support in case management.
  • Retrieve, sort, and distribute mail, including travel to Post Office, scanning of documents, and storing of digital and physical files.
  • Assist client intake; responsible for ensuring all incoming/outgoing communications and information is accurate and logged, and all documents received (as needed).
  • Assist customers with document scanning and uploading their documents (if needed).
  • Assist both Shelter and Apartment Teams with special projects, as needed.

Client relations

  • Provide administrative support to the Shelter Team and the Apartment Management Team, including physical and digital file management, data entry, and customer triage.
  • Bookkeeping for all expenses and invoicing various funding entities, tracking revenue and expenditure.
  • Recording and documenting all receipts, bills, and client paperwork to ensure timely invoicing and reimbursement.
  • Maintain up-to-date customer files & complete data entry for reporting in accounting programs, including MS Excel, Google Sheets, Wave App, and other databases.

Specific functions and duties

  • Respond to telephone/email/mail/in person inquiries about products and services. Provide routine information about the Shelter and Apartments to members of the public contacting our office requesting general information.
  • Serve as first line of billing and revenue activities, preparing notices of outstanding invoices, making weekly, monthly reports for Program Director and Executive Director. Conducting necessary phone calls and email communications to vendors and funders to ensure financial operational accuracy.
  • Process and complete all necessary paperwork related to client data for agency records.
  • Organize and maintain accurate files in conjunction with Housing Advocate and Case Manager of client information and program services delivery. Setting up files, including creating file labels, and updating file labels and indexes.
  • Assist in assuring completeness and accuracy of documentation of intakes, case notes, client interactions, and any other client-related data on a timely basis. As well as assisting in the preparation of reports using the collected data.
  • Assist in the scheduling and coordination of client appointments and Office calendar management.
  • Assist with the development of marketing materials and marketing of the services, including sending letters, brochures, and other materials, digital and physical.
  • Assist with volunteer, intern, and non-employee members of our staff/team management; serving as a POC to facilitate directives and duties assigned.
  • Type reports, memos, correspondence, etc. and proofread them for grammatical and typographical errors.
  • Monitor and serve as POC for procurement agent of agency of office supplies, food pantry, clothing pantry and other needs.
  • Manage food pantry and clothing pantry inventory and database with the assistance of Program Coordinator.
  • Operate standard office machines, including computers, copier, fax machines, and postage machines.
  • Assist in planning, scheduling, preparing for, and coordinating community events.

ADDITIONAL RESPONSIBILITIES


  • Represent My Place Home for the Homeless, Inc. in a manner that will foster the best possible relationships with potential customers, community partners, and other external stakeholders.
  • Manage data quality for new and prospective clients; responsible for ensuring all communications and information is accurate and logged, and all documents received.
  • Accomplishes all other duties and tasks as appropriately assigned or requested.
  • Exercises sound judgment, maintains confidentiality, and follows policy and procedure.
  • Other responsibilities or special projects as requested.
  • Willingness to flex time around the needs of the Office.
  • Must be able to regard all client information as confidential.
  • Would benefit from having valid state driver’s license and reliable vehicle.
  • Attentive to detail and good organizational skills.
  • Willingness and desire for continued professional development and further development of duties and responsibilities in service to the organization and the clients that we serve.

Education

  • A bachelor degree or equivalent.
  • Five years of experience in office administration
  • Office management experience.
  • Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.

KNOWLEDGE, SKILLS & ABILITIES

  • Has passion for excellence in customer service; excels in a fast paced, team-oriented environment.
  • Highly developed analytical skills, used to identify patterns and discrepancies in data and process flow.
  • Strong organizational and highly developed verbal and written communication skills.
  • Reliable transportation necessary and a valid ID is encouraged.
  • Bilingual English/Spanish a plus (but not required).

Job Overview

Posted Date: 27 Jan 2024

Location: Buffalo New York

Salary: Neg Per Hour

Apply By: 11 Feb 2024

Company Information

Pastor Reginald E Kerr who after retiring thirty-seven and a half years from Dunlop Tires (Tonawanda NY) and serving faithfully for almost 20 years ministering to inmates at the Gowanda, Attica, and Collins correctional facilities decided to start his own Church (Temple of Christ) in 2005.

Name: My Place Home For The Homeless

Web: https://www.myplaceforthehomeless.org/

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