Job Information
Pine Street Inn Housing Administrative Aide in Dorchester, Massachusetts
Housing Administrative Aide
Department: Supportive Housing
Office: Geneva Avenue
Location: Dorchester, MA
Position Type: Administrative
Hours/Shift: Morning - First Shift
Employee Type:: Regular Full-time
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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.
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