PT Housing Assistant

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Classification:

Part-Time Reports To:

Director of Programs Supervises:

No direct reports

Summary:

Talbot House Ministries was established as a place of hope for people who had lost hope: the hungry, the homeless, and the poor. Planting the seeds of hope is something we do with everyone who comes through our doors. The Housing Assistant shall provide the Housing Case Manager with administrative support in delivering direct services to Housing clients on and off campus, as well as to HUD-eligible clients referred by the Homeless Coalition of Polk County. Housing Programs should not initially assume all participants need multiple services, but wait until a need is demonstrated and/or expressed by the participant. Staff should be able to increase support as needed to help program participants. In instances when a household's situation is more complex, and they want longer-term support to retain their housing, a program must be able to connect households to community and mainstream services to enable longer-term assistance.

Essential Duties and Responsibilities:

• Responds to the HCPC weekly emails to request and/or decline new referrals.
• Creates new files for referrals & search criminal backgrounds.
• Makes calls to clients to update case files and schedule Intake appointments.
• Informs client of required documents for appointment by call and text.
• Schedules and submits all appointments for clients on the Housing Case Manager's calendar.
• Fills out and submits all check request forms relating to move-in costs, utility payments, rental assistance, etc. to the Director of Programs for approval.
• Makes backup folders for new clients and enters clients into HMIS as accepted or waitlist.
• Submits and enters financial services into HMIS and updates service notes according to the grant.
• Completes snapshot for every financial service provided.
• Assists Housing Case Manager with appropriate data for monthly forms and dashboards.
• Emails and files promissory letters to utility companies for newly housed clients and follow-up checks mailed.
• Ensures client files are 'audit' ready with needed documents, financial receipts, client notes.
• Data enter Home Visit notes into HMIS.
• Ensures Home Visits are verified by calendar, and notes are recorded in HMIS and filed.
• Ensures income data, client notes, and services are properly entered in HMIS.
• Assists Housing Case Manager with client/landlord concerns and follow up as needed.
• Performs other duties that may be assigned as needed, and in accordance with the direction of the Director of Programs. Key Performance Indicators (KPIs):
• House referred clients within 30 days of acceptance into the program.
• Create and maintain audit ready files at all times.
• Accurately record services in HMIS for financial assistance and case management services under the appropriate grant for each client.
• Document and update client status for all referrals.

Physical and Special Requirements:

Possession of a valid driver's license if operating company vehicle and ability to travel to other locations for business reasons. Ability to operate a motor vehicle. Hiring requirements include a criminal records background check clearance. Ability to remain in a stationary position 25 percent of the time. Ability to move throughout the office to access file cabinets, printers, etc. Ability to operate a computer and office machinery. Ability to move to multiple floors of a building. Ability to observe details at close range, communicate and exchange accurate information, and express oneself so others will understand. Ability to position self to maintain files and operate equipment, which may require bending, standing, walking, and kneeling. Ability to occasionally move and transport items weighing up to 20 pounds. Employer conducts

Screening Education and Experience:

• High School Diploma, AA degree preferred.
• Prior experience working with chronically homeless individuals is preferred.
• Prior experience in non-profit housing programs preferred.

All positions at Talbot House Ministries require mandatory ongoing training and every employee is required to be available for all scheduled trainings. In addition, employee attendance is required at all mandatory staff meetings.