Housing Operations Coordinator

Job Summary

Daybreak is seeking a highly organized and detail-oriented Housing Operations Assistant to join our team. The successful candidate will be responsible for providing administrative support to our housing programs, ensuring the smooth operation of our facilities, and maintaining accurate records.

Key Responsibilities

• Collect and maintain statistical data for grant writing and reporting purposes.
• Assist in the preparation of statistical reports.
• Complete all client expense and rent vouchers and submit client payments to Finance, ensuring accuracy of information and timely submission.
• Enter expenses and payments for which clients are responsible in the client database to ensure that balances and Daybreak's general ledger accounts of client expenses match.
• Responsible for preparing all client communications to ensure their compliance and effective communication in collaboration with the team and the Housing Management.
• Improve and maintain an adequate and efficient tracking and filing systems for the program's leases, renewals, and terminations in Excel spreadsheets or databases, as appropriate.
• Collaborate with the Housing Director and Finance in all preparation of reports for the Tax Credit apartments.
• Qualify clients for the program through the Tax Credit qualification/recertification process and maintain a consistent flow of client approvals.
• Collaborate with the youth's team to match participants to the appropriate housing option, considering safety, proximity to the bus line, school, or work, and ensuring the youth have a choice in their housing.
• Orient eligible participants to the program, providing housing search and supportive services to assist client's team in promoting participants self-sufficiency, integration into the community, and permanency in housing; performing administrative tasks involved in the review and maintenance of the RRH and YHDP documentation caseload.
• Assess housing barriers of homeless youth to determine services needed for housing to develop a housing plan with clients, including intake interview to determine client's needs, goals, and eligibility.
• Create and maintain consistent communication channels, both verbal and written, between all involved parties, including tenant, landlord, collaborating agencies, and debtors.
• Responsible for maintaining the client database, financial records, and the monthly-client invoice system, in accordance with the established invoice protocol for accurate access and follow-up of the information.
• Assist Housing Manager with landlord-related issues, access landlord networks, understanding landlord perspectives while protecting clients and Daybreak's interests, to promote lasting landlord relationships.
• Facilitate communication, both verbal and written, between tenant, landlord, collaborating agencies, and vendors.
• Maintain accurate records, monthly outcome reports, Housing files, clients move, and program data, including but not limited to HMIS, DevCo, and CareLogic systems, as needed.
• Coordinate with utility companies to connect and disconnect client services, and to transfer those services to the client's name upon exiting the program.
• Assist the HMIS System Administrator, which includes entering and maintaining Housing data, running/distrusting monthly maintenance report to Housing; creating reports for grant reports and grant proposals, entering/editing/deleting User licenses as appropriate; etc.
• Coordinate cleanings, moves, and furniture delivery of clients in and out of the program.
• Fulfill related administrative duties, such as preparing certain spreadsheets to report benefits enrollment status, reviewing, and updating client Medicaid status and data in CareLogic, distributing mail correspondence, etc.
• Meet a monthly minimum requirement of 8 hours of productivity, according to standards set by Senior Management by Providing CPST, TBS, PSR, CPST individual and group services dependent upon education and licensure, as appropriate. Ensure clinical services paperwork is completed within 72 hours per agency standards.
• Meet weekly and/or as assigned for supervision and participate in team meetings as requested.

Additional Duties and Responsibilities

Any other duties and projects as assigned by the Housing Director.

General Daybreak Duties

Assumes an advocacy and leadership role which exemplifies the belief in the potential of the client.

Recognizes and accepts agency service limitations when serving youth and helps his/her direct service staff to understand and accept those limitations.

Ensures all duties set by agency's guidelines and programs policies and procedures are completed on time and as assigned.

Meets weekly and/or as assigned with Supervisor to discuss programming and client's progress.

Notifies supervisors of potential or real emergencies including criminal activities, high-risk behavior, mental health emergencies, health emergencies, or other activities that impact safety, security, and public relations.

Models professional behavior and actively contributes in a positive manner and demonstrates constructive positive problem-solving strategies and openness to others' opinions.

Refrains from engaging in dual-relationships or any other ethical boundary with clients to ensure and protect client's rights and consults with supervisor when there might be a risk of these situations.

Refrains from engaging in negative or counterproductive behaviors and attitudes and strives to keep the well-being of co-workers and clients at the forefront.

Demonstrate appreciation, understanding, and trust in the work of his/her colleagues.

Attends training/agency meetings, as scheduled. Responsible for completing all required trainings needed to comply with Daybreak policy.

Maintains appropriate in-service training hours by attending conferences, workshops, and training that are relevant to the job description and assignment tasks.

Adheres to and upholds agency's Mission, policies, and procedures and maintain and contribute to positive customer relations-both internally and externally (clients, staff, vendors, donors).

Attends All-Staff meetings each year.

Drives 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

Good verbal and written communication skills

Computer skills including ability to use billing software and Excel

Creative and critical thinking skills

Ability to work with minimal supervision

Ability to work well as a member of a team

Ability to follow direction in a timely and concise manner

Good organizational skills

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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