Emergency Assistance Coordinator – Manhattan

Department: Stabilization & Outreach Services

Reports To: Director of Stabilization & Outreach Services

Supervises: None

Employment Status: Full-Time (40 hours/week)

Classification: Non-exempt (Hourly)

Location: Manhattan, Kansas (with regular travel within the Diocese)

Travel Requirements: Occasional workday travel using an agency vehicle; occasional overnight travel for trainings/conferences

Mission Alignment: Catholic Charities of Northern Kansas believes all life is sacred and every person is created in the image of God with inherent dignity. We serve all people in need with compassion, professionalism, and respect, consistent with Catholic Social Teaching. Employees are expected to uphold the mission and values of the organization in both conduct and decision-making. This includes demonstrating integrity, relating respectfully to individuals of diverse backgrounds, and carrying out responsibilities in alignment with Catholic Social Teaching while representing Catholic Charities with professionalism and enthusiasm.

Position Summary: The Emergency Assistance Coordinator plays a frontline role, greeting clients warmly, managing reception duties, and ensuring a welcoming office environment. This position coordinates emergency financial and non-financial assistance, processes applications, assesses client needs, and collaborates with local community partners to provide essential services, ensuring effective service delivery aligned with Catholic Charities' mission. The role also involves offering administrative support, maintaining accurate and timely data records, and stepping in as a backup for other key positions to ensure seamless agency operations in Manhattan.

Role Structure & Estimated Time Commitment: The percentages below reflect an average distribution of time. Percentages may vary based on seasonal program demands and organizational needs.

Functional Area & Est. % of Time

• Client intake & emergency assistance coordination - 45%
• Reception & office operations - 25%
• Community partner collaboration - 10%
• Seasonal & program support (Christmas Program) - 5%
• Adopt-a-Family coordination with families
• Backup outreach & cross-training - 10%
• Professional development & meetings - 5%

Key Responsibilities

1. Reception Duties

• Office Opening and Closing: Responsible for opening and closing the office according to posted office hours to serve walk-in clients.
• Guest Reception and Assistance: Warmly greet all guests entering the office, provide appropriate direction or connect them with relevant staff, ensuring a welcoming atmosphere.
• Main Phone Line Management: Answer and manage incoming calls in a professional manner, determine the nature of the call, and forward calls or provide information as needed. Respond promptly to voice messages.
• In-Kind Donations Management: Receive and process agency in-kind donations, ensuring proper documentation and distribution (excluding Thrift Store donations).
• Client Paperwork Filing: Maintain and organize client paperwork in alphabetical order, ensuring accurate and up-to-date records.
• Administrative Support: Provide essential administrative support to team members, including taking weekly bank deposits and managing monthly mileage/postage logs by sending them to the Director of Finance & Operations.
• Counseling Payments and Appointments: Process payments for counseling services and assist with scheduling program appointments by accessing staff calendars, inputting appointments, and providing relevant information to clients and staff.
• Office Cleanliness: Ensure the front desk area is tidy and the lobby is clean, including sweeping and mopping as necessary.

2. Coordination of Emergency Financial Assistance

• Client Intake and Data Management: Complete agency intake procedures and ensure all client information is accurately entered and updated in the agency’s data management system, with timely and precise reporting of client interactions and service activities.
• Program Application Processing: Responsible for processing applications for emergency assistance, including rent, utility, and prescription requests, to determine client eligibility based on program criteria. Meet with applicants in-person or by phone to discuss their specific situations and needs. Assist clients with any questions and verify required documentation. Tasks include making copies of necessary documents, verifying bills from vendors, making pledges both over the phone and online, and completing and submitting payment requests.
• Non-Financial Assistance: Assist clients in need of non-financial emergency aid, such as food, hygiene supplies, bus passes, gas vouchers, diapers, and wipes.
• Client Needs Assessment: Conduct thorough assessments of individuals and families to determine their needs and provide appropriate support, meeting clients where they are to ensure effective assistance and referrals.
• Community Partner Coordination: Coordinate with local community partners and agencies to manage client referrals and build strong, collaborative relationships to enhance service impact.
• Flexible Support: Jump in as needed to assist with various tasks, ensuring seamless agency operations and strengthening the organization's presence in Manhattan.

3. Christmas Program Liaison: Collaborate with the Director of Stabilization and Outreach Services to execute the Christmas Program within the Manhattan office region, ensuring effective delivery and support for clients during the holiday season.

4. Position Backup Duties

• Manhattan Outreach Services Coordinator Backup: Serve as the backup for the Manhattan Outreach Services Coordinator, performing all necessary duties during their absence or as required.

5. Professional Development and Meetings

• Department Participation: Attend department and staff meetings as required, contributing to agency and program development.
• Certification and Education: Complete case management certification at the first available opportunity and participate in continuing education as requested to maintain and enhance professional skills.

Expectations for Success Scorecard

• Front desk coverage maintained consistently during posted office hours.
• Client intake and assistance applications processed accurately and within established timelines.
• Emergency financial assistance requests routed within 2 business days of receiving complete documentation.
• Required certifications and training completed on time.
• Seasonal programs executed smoothly and on schedule.
• Positive, professional collaboration with clients, volunteers, and community partners.
• 100% completion of required certifications, Safe Environment training, and internal training requirements.

Decision-Making Authority & Boundaries

This position has authority to:

• Conduct client intake and assess eligibility according to established program guidelines.
• Recommend financial assistance approval within policy parameters (final approval per agency procedure).
• Coordinate referrals and communicate with vendors to verify documentation.
• Manage daily reception and office operations independently.
• Escalate complex, high-risk, or policy-related cases to the Director in a timely manner.

This position does not have authority to:

• Approve financial assistance outside established policy thresholds or override eligibility guidelines.
• Modify program policies, assistance limits, or eligibility requirements.
• Commit the organization to contracts, agreements, or financial obligations without authorization.
• Override internal financial controls or payment procedures.
• Represent the organization in formal policy or strategic decisions without supervisor approval.

Communication & Collaboration Expectations

• Communicate proactively with supervisor regarding client needs, supply levels, community concerns, emerging issues, and scheduling.
• Maintain respectful and professional communication with clients, volunteers, and partners.
• Document client interactions accurately and maintain confidentiality at all times.
• Coordinate effectively with outreach staff to ensure continuity of services.
• Storytelling: Provide photos, stories, and updates (with proper consent) to support agency communications efforts.

Required Qualifications and Skills

• Education and Experience: Minimum of 1 year of experience in a direct service or non-profit setting is required; 3 years of experience and/or Bachelor’s Degree in related field is preferred.
• Technical Proficiencies and Certifications: Valid driver’s license and ability to travel independently to rural communities and other Catholic Charities offices. Must complete case management certification at the first available opportunity. Successful completion of Diocese of Salina Safe Environment training and ability to pass a background check prior to starting role.
• Commitment to Mission and Values: Personal qualities of integrity, credibility, and a strong commitment to the mission of Catholic Charities of Northern Kansas. Willingness to abide by Catholic Social Teachings in carrying out the duties of this position and ability to relate to people of diverse backgrounds, training, and experiences. Energized by sharing the impactful work of Catholic Charities.
• Ability to Multi-Task and Remain Calm Under Pressure: Demonstrated ability to effectively manage multiple responsibilities simultaneously, such as greeting clients, answering phone calls, and assisting with inquiries, while maintaining a calm, professional demeanor in an occasionally busy or stressful environment.
• Conflict Resolution and De-escalation: Ability to calmly and professionally manage challenging situations, using effective de-escalation techniques to diffuse tense interactions and maintain a respectful, solution-focused approach with clients who may occasionally become upset.
• Communication and Interpersonal Skills: Must exhibit strong interpersonal skills, professionalism, and a collaborative spirit. Excellent written and verbal communication skills; ability to build and maintain positive, professional relationships with diverse internal and external stakeholders. Skilled at relating to individuals from diverse backgrounds and experiences.
• Initiative and Drive: Strong initiative and ability to work both independently and with a team, managing multiple responsibilities effectively. Comfortable using and implementing technology to improve service delivery.
• Attention to Detail and Problem-Solving: High attention to detail and accuracy, with a strong desire to problem-solve, think creatively, and seek out best practices. Must have a thorough understanding of and adherence to confidentiality policies and other regulatory standards.

Preferred Qualifications

• Bachelor’s degree in Social Work or related Social Services field.
• Fluency in Spanish to better communicate with a diverse client base.
• Experience in outreach programs, disaster relief, or emergency assistance services.
• Proven ability to coordinate and lead volunteers in community engagement efforts.

Work Environment: This role operates primarily in a professional office settings and occasionally in outdoor environments. Office work includes use of standard office equipment such as computers, phones, scanners, and filing systems. Outdoor work includes delivering supplies and providing services in parking lots and other community locations, which may involve exposure to heat, cold, wind, and rain. Strict client confidentiality must be maintained at all times.

Travel: Occasional travel is required within the Salina Diocese using an agency vehicle. Travel primarily occurs during normal business hours. Occasional overnight travel may be necessary for professional conferences, meetings, or training sessions.

Physical Demands: The physical demands of this role involve regularly lifting and carrying supplies weighing up to 30 pounds. The employee is required to move, sit, use dexterity to handle objects or controls, reach and grasp items, ascend stairs, balance, and retrieve items from floor level to above their head. Effective communication with others is essential, and visual requirements include the ability to read, perceive objects at various distances, and differentiate colors. Flexibility is critical for performing duties effectively.

Pay Range: $14-23/hour, based on experience, qualifications, and relevant skills.

• Other Duties: This job description does not constitute an all-inclusive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employee remains responsible for all other duties as assigned. Employee shall provide all services consistent with and supportive of the philosophy and mission of Catholic Charities of Northern Kansas, Inc. Employee is responsible for avoiding involvement in the commission of any serious crime, public scandal, or conduct substantially impairing his/her professional effectiveness.

Pay: $14.00 - $21.00 per hour

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Mileage reimbursement
• Paid time off
• Professional development assistance
• Vision insurance

License/Certification:

• Driver's License (Required)

Location:

• Manhattan, KS 66502 (Preferred)

Work Location: In person

Salary : $14 - $23