Retention Resource Administrator

3 days ago

Portland, United States Sunstone Way Full time
Job Title: Retention Resource Administrator

Department: Mobile Retention Services

Reports to: Mobile Retention Services Manager

Salary Grade/Level/Family/Range: $28.05 per hour/ $1122.00 per week

Effective Date: 22-Nov-24

FLSA Classification: Non-Exempt / AFSCME Represented.

Job Summary: The Retention Resource Administrator will support the Mobile Housing Retention Specialists with administrative functions and act as the main point of contact for navigating community resources. This includes participant case data entry, handling Client Assistance Funds (CAF) and other financial requests, managing calendars, and ensuring rent and bills are paid. The role also involves extensive data entry and maintaining good working relationships with property managers and community partners.

Duties/Responsibilities:
  • Request Client Assistance Funds via the CAF process.
  • Act as the main point of contact for the retention team to navigate community resources.
  • Facilitate the handoff of participants into the mobile housing retention program.
  • Complete payments for participants utilizing support for utility bills or rental payments.
  • Schedule/ Organize meetings with retention staff.
  • Organize files and perform audits.
  • Upload receipts for credit card purchases and complete company credit card transactional procedures.
  • Purchase housing supplies for participants.
  • Handle HMIS service transactions.
  • Perform data entry into multiple systems, including Case Worthy.
  • Manage and delegate retention voicemail and other reception needs for MHR Specialists.
  • Maintain good working rapport with property managers and other community partners. Delegate external requests as appropriate.
  • Ensure all documentation is effectively maintained and that all case notes are completed within an acceptable timeframe.
  • Manage team calendars and scheduling.
  • Attend weekly staff meetings and other agency meetings or training in accordance with agency policies or norms.
  • Provide effective and timely communication in verbal and written form to MHR Specialists, supervisors, or agency directors in response to issues or incidents, and in accordance with agency policies or guidelines.
  • Other duties as assigned.

Supervisory Responsibilities:

  • None

Required Experience:
  • High school diploma or GED.
  • Strong computer knowledge and familiarity with Microsoft Office programs.
  • One Year of Data Entry
  • Knowledge of Area Resources
  • Knowledge of document filing systems, both electronic and paper.
  • Strong attention to detail in handling confidential and financial documents.

Preferred Education:
  • Associate's degree or higher in social work, Psychology, or another related field.
  • Knowledge of area resources and service providers.
  • Experience working with individuals who have experienced chronic houselessness.
  • Experience working with individuals with chronic health issues, mental health issues and/or substance use issues.
  • HMIS
  • Other relevant training or experience.
  • Lived Experience.

Required Skills/Abilities
  • Understanding of Housing First and Harm Reduction models.
  • Being open to change (positive or negative) and to considerable variety in the workplace.
  • Providing information to supervisors, co-workers, vendors, and community partners by telephone, e-mail, or in person.
  • Positive mindset and a can-do attitude.

Additional eligibility requirements:
  • Sufficient manual dexterity and physical ability to perform assigned tasks.
  • Must be able to pass a background check upon offer.
  • Must be able to work in a drug-free environment.
  • Regular and reliable attendance to all required shifts.

Work environment:

Working indoors and outdoors in heat and cold | Slippery and uneven walking surfaces | Working in close proximity to others | Exposure to offensive odors

Physical Requirements:

Ability to lift up to 25lbs | Bending, stooping, reaching | Sitting for extended periods of time | Standing for extended periods of time

Travel required:

Occasional travel to and from other work sites up to 70% of the time

Competencies:
  • Accountability - Accountable for measurable, high-quality, timely, and cost effective results.
  • Initiative - Takes prompt action to accomplish tasks and meet goals and objectives.
  • Problem Solving / Decision Making - Identifies and analyzes problems weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions.
  • Quantity / Quality of Work - Pays close attention to detail. Strives to achieve accuracy and consistency in all tasks.
  • Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring University policies and all regulatory requirements.
  • Service Orientation - Applies effective interpersonal and problem-solving skills when responding to participants. Actively looking for ways to help people.
  • Attention To Detail - Is thorough when performing work and conscientious about attending to detail.
  • Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Time Management - Managing one's own time and the time of others.
  • Efficiency: Planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things.
  • Systems Evaluation - Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
  • Speaking - Talking to others to convey information effectively.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Persuasion - Persuading others to change their minds or behavior.
  • Negotiation - Bringing others together and trying to reconcile differences.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.
  • People management (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
  • Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Coordination - Adjusting actions in relation to others' actions.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
  • Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

Monday-Friday
8am-4:30pm

Full-time
40 hours per week

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