Week (HA10)

Episcopal Community Services (ECS)•San Francisco, CA

1d•Onsite

About The Position

The primary role of the Housing Administrative Assistant / Quality Assurance Specialist is to assist the Senior Director of Housing Services (SDHS) and other Housing Directors with the day-to-day operations and overall administration of the ECS Housing Services Department.

Requirements

High school graduate with three years office experience.
Proficiency with professional writing, letter and document composition, and office services.
Must be proficient with Microsoft Office, specifically MS Excel, Word, and Outlook; knowledge of SharePoint is a plus.
Must be able to learn new software and programs.
Must be able to type 60 wpm and possess good organizational, computer, writing, and communication skills.
Ability to work under time constraints.
Ability to perform a variety of tasks in an active environment, while balancing multiple projects.
Will honor and abide by rules of confidentiality and HIPAA laws.
Must secure annual TB screen.
Will honor and abide by Episcopal Community Services rules and regulations.
Demonstrate behavior that supports the organization’s mission, vision, and values.
Adhere to all program, funder, and organizational policies, and procedures.
Communicate effectively and model integrity, fairness, and ethical business practices.

Nice To Haves

Some college course work preferred.
knowledge of SharePoint is a plus.

Responsibilities

Respond to inquiries regarding supportive housing at ECS by phone, email, or written correspondence; Detail the general processes for obtaining supportive housing at ECS, and refer those with questions to Coordinated Entry or to the appropriate City representatives for programs outside of ECS.
On a monthly basis, receive and save/file affordable and low-income housing opportunities lists for external housing inquiries.
Edit and format all received Critical Incident Reports from individual housing sites; Forward to appropriate ECS management. Once reviewed and approved, send to appropriate City officials.
Coordinate with the Housing Services Directors to process Housing Leave Requests; Review staffs vacation and/or floating holiday hours via Paycom. Maintain the Housing Time-off Calendar to assist with Payroll.
Collaborate with the Senior Director of Housing Services (SDHS), Associate Directors, Clinical Services Manager, and the Housing Support Services Managers to create and maintain an electronic monthly Housing Calendar; Email this calendar to all members of the Housing Department monthly.
Manage the Canon Barcus 2nd floor conference room calendar and community room calendar; Update these calendars regularly, and send monthly email to all ECS staff notifying them of the protocol to reserve the room(s). Post updated calendars on the conference room doors weekly , or as needed.
Send Housing staff email reminders regarding standing meetings and trainings.
Set up / tear down for all Housing meetings; Shop for food/beverages for Housing meetings and events.
Work with the Housing Impact & Analytics team to complete monthly, quarterly, and annual program reports; Prepare and submit reports according to deadline schedule.
In collaboration with the Housing Directors and the Human Resources Department, collect and file resumes and signed job descriptions for new staff.
Track, collect, and file New-hire Checklists for new and promoted employees.
Track MOUs and other contracts, and facilitate updates and renewals of these contracts, as necessary.
Monitoring the submission and filing of each sites weekly Team Meeting agendas.
Monitor the submission of each sites weekly Wellbeing Check/Emergency Safety Check documentation.
Create various letters, documents, forms and memos as requested; typing drafts and final corrections.
Update existing Housing forms (i.e., to include new housing sites, staff, information, etc.) as needed.
Take notes and type up minutes or action items for various departmental meetings, including the monthly Housing Managers Meeting, the weekly Housing Directors Meeting, weekly Director Huddles, etc.; Once complete, distribute the minutes or action items to the appropriate recipients.
Order office supplies for the Housing Administrative team.
Assist the DHS with daily, weekly, and monthly filing and other administrative duties.
Research potential grant opportunities relevant to supportive housing.
Lead and complete any number of special projects or tasks as assigned.
Other duties as assigned.