Housing Operations Coordinator

Job Title: Housing Operations Assistant

At Daybreak, we are seeking a highly skilled and detail-oriented Housing Operations Assistant to join our team. As a key member of our operations team, you will play a critical role in ensuring the smooth day-to-day functioning of our housing programs.

Key Responsibilities:

• Collect and maintain statistical data for grant writing and reporting purposes, ensuring accuracy and timeliness.
• Assist in the preparation of statistical reports, providing valuable insights to inform program decisions.
• Complete client expense and rent vouchers, ensuring accuracy and timely submission to Finance.
• Enter expenses and payments for clients into the client database, ensuring balances and general ledger accounts are up-to-date.
• Prepare client communications, ensuring compliance and effective communication with the team and Housing Management.
• Develop and maintain efficient tracking and filing systems for program leases, renewals, and terminations in Excel spreadsheets or databases.
• Collaborate with the Housing Director and Finance to prepare reports for Tax Credit apartments.
• Qualify clients for the program through the Tax Credit qualification/recertification process, ensuring a consistent flow of client approvals.
• Work with the youth team to match participants to suitable housing options, considering safety, proximity, and client preferences.
• Orient eligible participants to the program, providing housing search and supportive services to promote self-sufficiency and community integration.
• Assess housing barriers of homeless youth, developing a housing plan with clients, including intake interviews to determine needs and eligibility.
• Maintain consistent communication channels with all parties, including tenants, landlords, collaborating agencies, and debtors.
• Responsible for maintaining the client database, financial records, and monthly client invoice system, adhering to established protocols.
• Assist the Housing Manager with landlord-related issues, accessing landlord networks, and promoting lasting relationships.
• Facilitate communication between tenants, landlords, collaborating agencies, and vendors, ensuring effective and professional interactions.
• Maintain accurate records, including monthly outcome reports, housing files, client moves, and program data, utilizing HMIS, DevCo, and CareLogic systems.
• Coordinate with utility companies to connect and disconnect client services, transferring services to client names upon exiting the program.
• Assist the HMIS System Administrator, entering and maintaining housing data, running maintenance reports, and creating reports for grant purposes.
• Coordinate cleanings, moves, and furniture delivery for clients in and out of the program.
• Perform related administrative duties, such as preparing spreadsheets for benefits enrollment status, reviewing and updating client Medicaid data, and distributing mail correspondence.
• Meet monthly productivity standards, providing clinical services, and ensuring paperwork is completed within agency standards.
• Participate in weekly supervision and team meetings, as assigned.

Additional Responsibilities:

• Perform any other duties and projects assigned by the Housing Director.
• Assume an advocacy and leadership role, exemplifying the belief in the potential of clients.
• Recognize and accept agency service limitations when serving youth, helping direct service staff understand and accept those limitations.
• Ensure all duties set by agency guidelines and program policies and procedures are completed on time and as assigned.
• Meet weekly with Supervisor to discuss programming and client progress.
• Notify Supervisors of potential or real emergencies, including criminal activities, high-risk behavior, mental health emergencies, health emergencies, or other activities impacting safety, security, and public relations.
• Model professional behavior, actively contributing in a positive manner, and demonstrating constructive problem-solving strategies and openness to others' opinions.
• Refrain from engaging in dual-relationships or any other ethical boundary with clients, ensuring and protecting client rights, and consulting with Supervisor when necessary.
• Refrain from engaging in negative or counterproductive behaviors and attitudes, striving to keep the well-being of coworkers and clients at the forefront.
• Demonstrate appreciation, understanding, and trust in the work of colleagues.
• Attend training/agency meetings, as scheduled, and complete all required trainings to comply with Daybreak policy.
• Maintain in-service training hours by attending conferences, workshops, and training relevant to the job description and assignment tasks.
• Adhere to and uphold agency's Mission, policies, and procedures, maintaining and contributing to positive customer relations, both internally and externally.
• Attend All-Staff meetings each year.
• Drive Daybreak vehicles, when necessary.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school diploma or GED plus five years of database and word processing experience, or BA or equivalent plus 2-3 years experience in general support/clerical functions to include 1-year data entry experience.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to communicate to program staff effectively/successfully in order to fully complete data collection.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations:

Competencies-

Skills and Abilities:

None required

Qualifications:

Time Management

Ability to work on multiple tasks

Ability to work independently

Ability to work under pressure

Ability to complete work in a timely manner

Ability to effectively and professionally communicate with peers, supervisor, administrative staff, and Board of Trustees effectively and professionally

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, employee is regularly required to talk or hear. The employee is frequently required to stand, sit, and use hands to finger to operate a computer.

The employee is occasionally required to walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

It is the policy of Daybreak to ensure that the facility is in compliance with all license requirements and that all employees are fit for duty.

Once a conditional offer of employment has been given, Daybreak requires that all prospective employees sign a background check release form and pass pre-employment testing before a start date may be given.

Background Check

Daybreak is required by State of Ohio law to perform a criminal background check, which includes fingerprinting, of eligible applicants.

In addition to the fingerprints, Daybreak requires the following additional background checks.

Federal Exclusion databases including:

National Sex Offender Registry

Office Inspector General (OIG)

Nurse Aide Registry

SAM of Developmental Disabilities (DODD)

Motor Vehicle Report

Pre-employment Testing

The following pre-employment tests will be conducted at Daybreak's expense

Tests include:

A tuberculin skin test or chest x-ray (by a physician of Daybreak's choosing)

A urine drug screening (by a testing facility of Daybreak's choosing)

Should the pre-employment reviews indicate that the prospective employee does not meet the employment requirements, Daybreak has the option of either not hiring the person or postponing employment until the condition prohibiting employment has been removed.

If the background or pre-employment checks contain information that the applicant has committed, been convicted of, or pleaded guilty to any criminal offense, unless the charge was a minor misdemeanor not involving violence or a sexual offense at least 5 years old, or if the applicant refuses to submit fingerprints for a criminal background check, the conditional offer of employment will be withdrawn immediately.

Pursuant to SB 38 (child-serving agency), if it is determined that the applicant has committed one of the disqualifying events listed on the attached Ohio Revised Code Disqualifier sheet may prevent employment at Daybreak.

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