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 vital 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.
• Assist in the preparation of statistical reports.
• Complete client expense and rent vouchers, and submit client payments to Finance, ensuring accuracy and timely submission.
• Enter expenses and payments for clients into the client database to ensure balances and Daybreak's general ledger accounts match.
• Prepare client communications to ensure compliance and effective communication with the team and Housing Management.
• Improve and maintain an adequate and efficient tracking and filing system 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 and maintain a consistent flow of client approvals.
• Collaborate with the youth team to match participants to suitable housing options, considering safety, proximity to transportation, and client preferences.
• Orient eligible participants to the program, providing housing search and supportive services to promote self-sufficiency, community integration, and housing permanency.
• Assess housing barriers of homeless youth to determine necessary services and develop a housing plan with clients.
• Establish and maintain consistent communication channels with involved parties, including tenants, landlords, collaborating agencies, and debtors.
• Maintain the client database, financial records, and monthly client invoice system, adhering to established protocols for accurate access and follow-up.
• Assist the Housing Manager with landlord-related issues, accessing landlord networks, and promoting lasting relationships.
• Facilitate communication between tenants, landlords, collaborating agencies, and vendors.
• Maintain accurate records, monthly outcome reports, housing files, client moves, and program data, including HMIS, DevCo, and CareLogic systems.
• Coordinate with utility companies to connect and disconnect client services and transfer services to client names upon program exit.
• Assist the HMIS System Administrator with data entry, maintenance, and reporting, as well as creating reports for grant proposals and user licenses.
• Coordinate client move-ins, move-outs, and furniture deliveries.
• Perform related administrative duties, such as preparing spreadsheets for benefits enrollment status, reviewing and updating client Medicaid status, and distributing mail correspondence.
• Meet productivity standards, providing clinical services and ensuring timely completion of paperwork.
• Participate in weekly supervision and team meetings as requested.

Additional Responsibilities:

• Perform other duties and projects as assigned by the Housing Director.

General Daybreak Duties:

• Assume an advocacy and leadership role, exemplifying the belief in client potential.
• Recognize and accept agency service limitations when serving youth and help direct service staff understand and accept those limitations.
• Ensure completion of duties set by agency guidelines and program policies and procedures 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 to ensure and protect client rights and consult with Supervisor when necessary.
• Refrain from engaging in negative or counterproductive behaviors and attitudes and strive 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 required trainings to comply with Daybreak policy.
• Adhere to and uphold agency's Mission, policies, and procedures and maintain positive customer relations both internally and externally.
• Attend All-Staff meetings annually.
• 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 the organization.
• Ability to communicate effectively with program staff 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:
• 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.

Other 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.

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.

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.

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.

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).

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