Bilingual Program Assistant

Description
FLSA Status:
Non Exempt

Pay range:
Low
$21.31 per hour
High
$23.44 per hour

This role requires Spanish fluency. An additional $1.50 per hour will be added to the base rate upon successful completion of a language assessment on the first day of employment.
Schedule:
Full time, Monday through Friday, 7:30am-3:30pm. On rare occasions, extended evening and weekend hours may be optional, and would be determined and scheduled in advance.

Job Summary:
The Program Assistant position is a dynamic role that supports all of the guest facing work we do at St. Francis House. The Program Assistant reports to and works directly with the Manager of Case Management and the Director of Behavioral Health. The Program Assistant supports the case management team through administrative and workflow support. This position assists in stabilizing homeless and vulnerable individuals by coordinating the busy front desk of our case management program and supporting general operations throughout the day.

Essential Duties / Responsibilities

• Welcomes guests and visitors, determines nature of appointment, and alerts relevant personnel.
• Updates guests-facing staff daily case management service changes via email, teams, radio.
• Monitors the waiting area and makes sure that the space is organized and safe.
• Collaborates proactively with colleagues within Behavioral Health and across SFH.
• Coordinates team meeting agendas with the Manager.
• Coordinates with external agencies to exchange resources, service updates, plan quarterly meetings, etc.
• Coordinates with Boston Shared Network staff, submitting necessary forms and requesting MA ID voucher restock.
• Maintains ordering, tracking, and distribution of monthly MBTA passes.
• Keeps record of MA ID vouchers requests, issuance and upload request forms in HMIS database.
• Conducts inventory and ordering of office supplies for the Case Management Team.
• Supports Manager in maintaining invoices and receipts of all purchases and submitting to finance department.
• Supports case managers in implementing workflow and communicating any issues within the team as needed.
• Participates in the case management team meeting as scheduled.
• Coordinates with maintenance team by submitting moving & repairs request in Gridium.
• Coordinates with the Lawyers Clearinghouse and sets up office space for the lawyers to meet with guests.
• Supports manager in developing and organizing other relevant clinic services as needed.
• Ensures that St. Francis House forms for guests are available in multiple languages.
• Creates and post flyers for relevant upcoming events.
• Maintains up to date knowledge and communications of St. Francis House programs and services to provide guests appropriate information and guidance.
• Uses client database to coordinate care and alerts.
• Schedules and triages Case Manager of the Day appointments throughout the morning.
• Notifies impacted guests of a Case Manager's absence and attempts to reschedule when able.
• Prepares intake packets and Notice of Privacy and Practice forms for new enrollments.
• Keeps up to date housing applications of any lotteries or opportunities (%30 AMI) websites.
• Ensures accurate listing of available shelters.
• Maintains the Case Manager of the Day Reference Binder with up-to-date forms and information.
• Adheres to agency code of conduct.
• Performs other duties as assigned.

Requirements
Required Skills & Abilities:

• Bilingual Spanish Required
• Proficiency in Microsoft Office Suite platforms (Outlook, Team, Word, Excel, Power Point).
• Experienced with HMIS databases (DND Warehouse, Client Track, ETO, etc.).
• Self-directed with the ability to work both independently and as part of a team.
• Warm, welcoming, positive, enthusiastic demeanor.
• Reliable, dependable, flexible and ready to jump in to assist.
• Proficiency in English.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills with attention to detail.
• Ability to function well in a fast-paced and stressful environment.
• Basic understanding of and commitment to taking a person-centered, recovery-oriented, and trauma-informed approach.
• Strong analytical and problem-solving skills.

Education & Experiences

• High School diploma or equivalent.
• Further education in human services a plus.
• Experience providing direct services to homeless individuals.
• Experience providing office management / administrative support in a fast-paced setting.
• Experience with multi-line phone system/s.
• Experience working at the front desk.
• Experience in customer service.
• Proficient in Microsoft Office platforms (Outlook, Teams, Word, Excel, and Power Point).
• Lived experience preferred.
• Haitian Creole strongly preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift and carry 10-20 pounds independently.
• Frequently moving throughout multi-level building.
• Constantly operate computers and other office machinery, such as copy machines, computer printers, projectors.

SFH is an Equal Employment Opportunity Employer committed to a diverse and inclusive workforce where all staff can reach their fullest potential. We welcome everyone who has lived experience of homelessness and/or recovery, and those who have faced historic barriers to competitive employment, in particular Black, Indigenous, and People of Color (BIPOC), and those who are multi-lingual or multi-cultural and members of the LGBTQ+ community. Reasonable accommodations may be made to enable individuals with disabilities to perform these duties. This job description is subject to change and does not restrict management's right to assign or reassign duties and responsibilities to this job at any time.