Administrative Coordinator

COALITION OF HOMELESS SERVICES PROVIDERS AGENCY

The Coalition of Homeless Services Providers (Coalition) is a private non-profit organization formed in 1994. The agency's mission is to eliminate and prevent homelessness in Monterey and San Benito Counties by promoting interagency coordination to develop, sustain, and enhance a comprehensive system of housing and support services designed to maximize the self-sufficiency of individuals and families. The Coalition serves as the Lead Agency for the Monterey County and San Benito County Continuum of Care for Homeless services and operates Homeless Management Information Systems and Coordinate Entry System within the local Continuum of Care.

SALARY/BENEFITS

Salary Commensurate with Experience per Board Approved Salary Schedule; We recognize that salary is a part of the overall compensation package and are happy to provide a comprehensive benefits package, including Medical & Dental Insurance; Paid Vacation, Holidays & Sick Leave; 403(b) Retirement Plan with 3% match, and professional development opportunities to our staff. We are a workplace that promotes continual learning and teamwork, offering lunch and learns, team outings, and more for our staff.

HOURS:

Non-Exempt Status; Full-time, 8:30 a.m. - 5:00 p.m.; may include some nights and weekends

REPORTS TO

Executive Director

GENERAL DESCRIPTION

The Administrative Coordinator provides operational support for the Coalition of Homeless Services Providers under the supervision of the Executive Director.

DUTIES AND RESPONSIBILITIES

Internal Office Administration Manage incoming and outgoing mail and phone communications, including responding to community inquiries about CHSP operations and homeless service programs. Maintain the CHSP office space by tracking inventory, purchasing office supplies as needed and maintaining an organized workplace. Maintain the organization's filing and records retention system. Maintain CHSP's organizational calendar. Upkeep organizational contacts and distribution lists. Support management in working with vendors (ex: IT, Outlook 365, software licenses, office cleaners). Support Executive Director in scheduling meetings with community stakeholders. Provide administrative support to all CHSP colleagues as necessary. Other duties as necessary. External Community Engagement Support business and community meetings for CHSP by scheduling, distributing agendas, preparing minutes, and setting up meeting space. Distribute flyers and documents to CHSP partner agencies. Maintain CHSP social media. Maintain the CHSP website and keep the site up to date. Seasonally support with Inclement Weather Program and update the Homeless Resource Guide Prepare and distribute jobs and housing watch weekly newsletters. Coordinate the regularly scheduled homeless census. Provide logistical support to community events sponsored by CHSP. Other duties as necessary. Compliance Support the Finance & Payroll Analyst in: Preparing for audits as needed. Monthly Credit Card reconciliation. Reviewing and distributing invoices. Submit weekly bank deposits Ensure that all invoices and outgoing checks are signed by necessary parties. Other duties as necessary. Program Operations Coordinate HMIS licensing & CARS documentation support. Reviewing and distributing invoices to CoC funded programs. Other duties as necessary

PROFESSIONAL QUALIFICATIONS

Education :

Minimum of Associates Degree or related certification two years in related position, four years of demonstrated administrative support experience can be substituted for education.

Experience:

Advanced skill in Microsoft Office Suite applications. Experience with implementation and support of scalable and secure web-based applications. Experience working and collaborating with community-based organizations a plus.

Personal Skills & Qualities:

High self-motivation and self-initiative. Excellent English written/verbal communication skills. High degree of professionalism, integrity, with ability to learn quickly. Excellent organizational skills and ability to work independently. Ability to work with tight deadlines in an ever-changing environment. Dynamic; excellent interpersonal skills. Highly organized with ability to manage multiple tasks effectively; ability to adapt and be flexible. Familiarity with a variety of different software's such as: Asana, Submit able, Constant Contact, Adobe, etc. Experience with trauma-informed care and de-escalation training preferred

Requirements:

Physical/sensory ability to: drive an automobile; see well enough to read data/text in publications, on a computer screen, etc.; hear normal conversations and answer telephone; verbal, finger and body coordination sufficient to fulfill requirements of the position; stand/sit for extended periods of time, ability to lift 25 pounds. 18 years of age or older. Valid California driver's license with good driving record and minimum of two years of non-provisional driving experience. Automobile in safe operating condition with liability insurance minimum that meets minimum CA State requirements. Proof of authorization to work in the United States as required by Immigration and Reform Act of 1986.

Job Type:

Full-time Pay:

$28.00 - $33.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person