Description

Job Summary: Central Arizona Shelter Services programs are fast-paced, client-driven environments. Staff work with households experiencing or at risk of homelessness from diverse backgrounds. The Program Assistant provides administrative and programmatic support to the Case Management and Program Leadership at the assigned location and serves as the Program Receptionist.

Essential Functions:

• Serve as Program Receptionist
• Welcome visitors and customers by greeting them, in person, on the telephone, or via email, and answering or redirecting inquiries.
• Maintain copier to include; ordering all supplies and ensuring an adequate supply of toner and paper are always on hand, requesting maintenance and repair.
• Assist with traffic flow and direction during onsite and community events.
• Provide administrative and programmatic support
• Schedule and reschedule clients with the appropriate program staff and services.
• Serve as the main point of contact for telephonic and electronic service inquiries.
• Provide appropriate supplemental resources when responding to inquiries.
• Maintain detailed records of service inquiries and outcomes.
• Manage an up-to-date list of current housing and shelter availability to include pricing and eligibility criteria for programs within Maricopa County.
• Work with Development team peers to manage and distribute in-kind donations.
• Assist with non-programmatic client services including providing escort into restricted areas and connection to program partners.
• Complete client follow-up calls upon program closure; assist with writing and updating client success stories, as needed.

Other Duties:

• Perform other duties as required.

 Needed Competencies and Proficiencies:

• Skilled at time management and organization.
• Professional appearance and positive demeanor; ability to set and maintain professional boundaries.
• Excellent written and verbal communication skills with careful attention to accuracy and details.
• Must be discreet and able to protect CASS by keeping information confidential.
• Ability to quickly build trust and strong relationships with management and staff.
• Comfortable working in a fast-paced environment with quickly evolving urgencies; able to remain calm and in control when issues arise.
• Team oriented with a preference for working in a collaborative setting that values diverse opinions

Work Environment:

This job primarily operates in indoor public and office environments. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 25 pounds unassisted. The employee must be able to self-transfer and move throughout the facility, between buildings, and around campus at multiple sites. Close visual acuity to prepare and analyze reports and data. Visual acuity and physical ability to operate a motor vehicle.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are typically Monday — Friday with time allotted for breaks/lunch.

Requirements

(Required):

• High school diploma or equivalent and one year of related customer service experience.
• Intermediate to advanced proficiency in Word, Excel, and Outlook; highly accurate data and case notation skills.
• State of Arizona Level One Fingerprint Clearance Card or the ability to obtain one.
• Automobile insurance and driving record that meets CASS requirements.

(Preferred):

• Bilingual in English and Spanish.
• Experience working with Homeless Management Information System (HMIS). 
• Active State of Arizona Notary