Housing Administrative Aide - Pine Street Inn

SCHEDULE: 40 hours, Monday – Friday, 8:00 a.m. - 4:30 p.m. No scheduled remote days.

Pays $25.12 per hour DOE

LOC ATION: Initially based out of 155 Geneva Ave, until construction concludes at 3368 Washington St, reporting to sites throughout the Boston area as needed.

JOB DECSRIPTION:

SUMMARY OF THE POSITION:

The Housing Administrative Aide provides day-to-day administrative, clerical, and program support to the Supportive Housing, working in in support of the Administrative Assistance, Housing Leadership. The Aide maintains a well-organized and efficient office space, including the establishment, implementation and maintenance of office systems that assist in effective program operation. Specifically, this role supports program logistics, administrative, project and calendar management, operations information distribution, donation and program supply stewardship, and numerous administrative tasks including meeting scheduling and attendance, note taking, filing, report development and communications where assigned. The Housing Administrative Aide will be a strong communicator, with confidence in independent decision-making, and the ability to identify and escalate sensitive situations to program leadership in a timely and effective way.

The Housing Administrative Aide will work collaboratively with all program staff across both Housing Services, Housing Administration and the sister departments throughout Pine Street Inn. They will collaborate with the administrative professionals throughout the Inn, providing administrative, clerical and reception duties. Additionally they will support protocols with the Volunteers, Facilities, and ITS department to manage donations, support with volunteer activities, and ensure each work space functions to meet the needs of staff and resident services,

The Housing Administrative Aide to the Senior Director of Housing Services but provides administrative support to both the Housing Services and Housing Administration teams.

QUALIFICATIONS:

The Housing Administrative Aide must have a clear commitment to the population we serve, be able to work as part of a team and excel in a fast-paced environment.

REQUIREMENTS:

EDUCATION/TRAINING:

REQUIRED:

• High School Diploma or GED
• Proficiency in office software and equipment including Microsoft Office Products (Word, Excel, and Outlook), internet use, telephone systems, and copy/scanner machines

PREFERRED:

• Associate’s degree
• Three (3) to five (5) years of administrative experience
• Bilingual/Bicultural (English/Spanish speaking skills)

KNOWLEDGE/EXPERIENCE:

REQUIRED:

• Excellent customer service skills; highly developed and effective interpersonal skills
• High degree of cultural sensitivity and ability to work effectively with diverse people and situations
• Experience working in a non-profit and/or human services environment
• Strong planning and organizational skills; strong written and verbal communication skills
• Strong organizational, written and verbal communications skills and project management experience
• Demonstrated commitment to Pine Street Inn’s mission, positive approach to change, promoting best development practices
• Strong computer proficiency, including: Word, Excel, and Power Point, Outlook and data entry in web-hosted and locally-hosted databases
• Skill in supporting data-driven work environments, with attention to accurate and timely data collection
• Ability to work effectively under pressure, take initiative, be self-directed and take direction well
• Experience in maintaining confidential records and information
• Experience in communicating effectively and confidentially in sensitive situations
• Works proactively to keep up with program innovations and new administrative technologies
• Demonstrated ability to successfully work in a goal-oriented team environment
• Enthusiasm, positive sense of humor and can do attitude

PREFERRED:

• Experience working with homeless individuals with untreated mental illness and addictive disorders

• Experience with HMIS systems and Property Management software

PHYSICAL ABILITIES/SKILLS:

REQUIRED:

• Ability to greet and triage all clients entering the office space and encountering at program sites.

• Ability to work at a computer for extended periods of time while interacting with clients and/or managing documentation
• Ability to respond safely and quickly in cases of emergencies.
• Ability to sit for long periods of time
• Ability to sustain energy for a fast paced environment
• Ability to access different building locations and program sites
• Ability to respond quickly and calmly in emergency situations
• Ability to climb three flights of stairs
• Ability to travel by MBTA or to/from commuter parking lots
• Ability to lift up to 40 pounds and physically stock and manage supply areas.

MENTAL ABILITIES/SKILLS:

REQUIRED:

• Ability to manage time well, performing an array of difficult tasks at the same time
• The temperament to work with residents with untreated mental health issues, addiction disorders, and poor hygiene

• Ability to work in intense emotionally charged situations
• Strong computer skills including familiarity with management information systems and/or database programs
• Highly developed professional ethics to maintain appropriate boundaries with program participants, staff, landlords, management agent staff, etc. and to support the work of a team

• Demonstrated punctuality and good attendance
• High standards of accuracy and attention to detail

• Demonstrated ability to establish priorities, implement plans, and meet deadlines

• Skills to compile information and statistics for ad hoc reports to management and to gather said information

• Strong written and verbal communication skills
• Demonstrated experience as a self-starter; ability to work independently with limited supervision and as a member of an interagency/interdisciplinary team
• Demonstrated cultural competence of diverse and vulnerable populations

ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

Reception (Where Assigned):

• Serve as the first point of contact for clients and guests that access the office through welcoming and triage of appointments and walk-in clientele and answering the phone. Promote a professional, welcoming, trauma-informed office environment.

• Responsible for opening and closing designated office for business.
• Answer and screen phone calls, respond to questions, and redirect as needed by referring callers to the appropriate internal or external resources.

Clerical/Administrative Functions:

• Function as the subordinate administrative profession to the Administrative Assistant of Housing Leadership, partnering with the Assistant on daily operations and assigned special projects.

• Provide administrative support to the Housing Services and Housing Administration teams, including but not limited to typing, faxing, filing, copying, mailings, record keeping, office errands, etc.
• Maintain a well-organized and efficient office space where assigned, including the improvement of office systems that assist in program operation across Housing sites.
• Manage program calendars across sites, in partnership with the administrative team. .
• Assist in helping staff to coordinate events (i.e., staff trainings, client parties, staff retreats and various external meetings) through the coordination of meeting space, catering, and other logistics. Generate lists and tracking sheets for events as needed.
• Order, stock, and maintain proper levels of office and program supplies for the Housing Department, including accessing donations through the Volunteers Department to receive and distribute donations across programs sites.
• Assist program Directors in monitoring expenses by timely and accurate filing, tracking, and submitting of invoices.
• Assist in keeping New Employee Orientation Binder; staff contact lists, organizational charts and all other related documents updated/up-to-date.
• Participate in team meetings and other meetings as assigned and record minutes as appropriate.
• Assume responsibility for other administrative duties as assigned.

INTERNAL CANDIDATES, IF INTERESTED IN APPLYING FOR THIS POSITIION, PLEASE SUBMIT A PROMOTION/TRANSFER APPLICATION TO THE HUMAN RESOURCES DEPARTMENT WITHIN 10 DAYS OF POSTING.

Pine Street Inn is an Equal Opportunity/Affirmative Action Employer.