Shelter Ministry Administrative Assistant

Shelter Ministry Administrative Assistant Job Description

Position: Shelter Ministry Administrative Assistant

Full-time/Part-time: Full-time
Department: Program
Reports to: Shelter Ministry Program Manager
FLSA Classification: Non-exempt

Summary

Attend to guests and handle inquiries on the phone and face-to-face. Supply information regarding the organization to the public, guests, and customers. Provide general administrative assistance to the Program Department and administrative support to the Program Director.

At New Life Center, our work is grounded in our Christian mission and values. Each role contributes to the ministry and operations of the organization. We seek staff who are committed followers of Jesus Christ, aligned with our Statement of Faith, and who model our REAL values -- Respectful, Encouraging, Accountable, and Loving -- in their work and interactions.

Essential Functions

Essential Function 1: Reception

• Greet guests when they come to the Shelter Ministry Administrative Assistant window.
• Answer telephone, screen and direct calls, take and relay messages.
• Receive mail and sort mail to the person who is to receive it.
• Organize mail being held for guests, keeping a record of guest exit dates/returning guests who may have mail.
• Provide general information to callers, guests, and visitors regarding the Shelter and Thrift Store.
• Ensure knowledge of program staff availability throughout the course of the day.
• Organize, clean, and maintain the reception area/office.

Essential Function 2: Program Support

• De-escalating guests.
• Assist with running shift change meetings.
• Cover the shelter desk as needed.
• Organize donations and assist with donation management and inventory.
• Provide daily shelter high balance reports.
• Provide daily reports for the passport program as needed.

Essential Function 3: Administrative Support

• Prepare correspondence and documents.
• Complete data entry and reports as requested.
• Process vouchers for guests (furniture, clothing, bike, etc.)
• Digital signage management.
• Purchase bus passes for guests and supply them to the front desk.
• Homeless Management Information System (HMIS) data entry.
• Document creation and editing.
• Attend virtual meetings on behalf of New Life Center as assigned.
• Occasionally take minutes at various meetings.

Essential Function 4: Other Tasks

• Manage and record the phone Interactive Voice Response system.
• Fax management.
•  Assemble guest move-out kits.
• Coordinate guest move-outs and schedule furniture deliveries.
• Update guests' information in Mission Tracker ad HMIS.
• Other duties as assigned.

ADA & Reasonable Accommodation

New Life Center complies with the Americans with Disabilities Act (ADA). Qualified individuals are considered for positions based on their ability to perform the essential functions of the job, with or without reasonable accommodation. Reasonable accommodations will be provided in accordance with applicable law unless doing so would cause undue hardship or pose a direct threat to safety.

Position Reports to Erika, Shelter Ministry Program Manager

Erika oversees New Life Center’s emergency shelter programs, leading a dedicated team that provides compassionate care to individuals in crisis. She joined the Mission in 2024, bringing six years of managerial experience. With a degree in psychology, Erika enhances our ability to serve those in need with understanding and empathy.

This job description identifies the major responsibilities of this job. It does not include all aspects of the position such as the potential additional duties assigned by the Program Director, the requirement for flexibility in helping others, or the highly valued team-oriented approach used for the overall benefit and success of New Life Center.

Personal: 

• Must be engaged in a local church and exhibit a personal, evident, growing relationship with Jesus Christ.
• Compassionate heart for those in need.
• Willingness to serve others. 
• Desire to see the lost transformed through the love of Christ. 

Required Education and Experience:

• Minimum of three years' experience in Administrative Support or equivalent experience.

Additional Eligibility Requirements:

• Ability to pass a pre-employment drug test and background check. 
• If in recovery, a minimum of one year of sustained recovery with active participation in a 12-step program is required; two or more years is preferred. 
• Must possess a valid driver's license, maintain an acceptable driving record in accordance with the organization's insurance carrier requirements, and provide proof of insurance, as required for the performance of job duties.

Skills:

• Excellent interpersonal, verbal, ad written communication skills.
• Proficient at typing (minimum of 60 words a minute) and spelling.
• Must possess data entry skills.
• Operation of multi-line telephone.
• Ability to multi-task efficiently.
• Proficient in Microsoft Office, Word, Excel, and PowerPoint.
• Able to operate a multi-function printer, copier, scanner, and fax.
• Skills to operate various office equipment (three-hole punch, laminator, etc.).

Work Environment:

• Regular interaction with shelter guests, staff, volunteers, and members of the public in both face-to-face and phone-based environments.
• Fast-paced, guest-centered environment with frequent interruptions and changing priorities.
• Collaboration with program staff and leadership throughout the day.
• Work hours generally follow a scheduled shift but may require flexibility to meet program needs.
• Periods of sitting, standing, walking, and light physical activity throughout the facility.
• Routine use of office and reception areas, including shared workspaces.

Religious Bona Fide Occupational Qualification (BFOQ)

New Life Center is a faith-based Christian ministry. Consistent with Title VII of the Civil Rights Act, alignment with New Life Center's Statement of Faith and values may be considered a bona fide occupational qualification (BFOQ) for this position. Employees are expected to conduct themselves in a manner consistent with the organization's Christian mission, beliefs, and code of conduct.