• 19-Sep-2022 to Until Filled (EST)
• Tampa, FL, USA
• Salary
• Full Time
Full Dental and Medical Benefits
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• Summary of the main function/purpose of the position:
Provides administrative support for all agency Programs designated by CPO. Accurately compiles data for program reporting, including statistical reports. Assists with quality control. Manages quality control meetings, including scheduling and meeting minutes. Manages the forms & policies data bases. Manages records for all programs. Manages all aspects of the participant data system. Assists Chief Program Officer with administrative duties.
• Principal duties/responsibilities:
• Accurately compiles statistical and program information for quality monitoring, funder reports, and agency reports.
• Turns in program statistics and in monthly to Contract Manager and to Director of Shelter Services.
• Prepares, types, and distributes correspondence as required for Risk Management Safety, Quality Improvement, meetings. This i includes scheduling meetings, distributing agendas, keeping minutes, inviting attendees, and sending reminder emails.
• Performs case file audits to keep a high standard of quality, consistency, and accuracy.
• Audits participant files and participant information system for accuracy and completeness.
• Maintains the Incident Reports and Log.
• Maintains the Daily Food Count and Report.
• Maintains the Individual Determinations Form Log.
• Compiles and tabulates residence surveys and exits for program quality.
• Responsible for managing (creating, storing, keeping inventory of, and destroying after designated time limits) all program participant files.
• Manages follow-up file requests from past participants for all programs.
• Receives requests for, orders, stores, retrieves from warehouse, and distributes shelter supplies and office supplies.
• Creates and/or revises forms and manages the data base for all programs.
• Revises Policies and Procedures and manages the data base.
• Trains all new staff with data base systems such as participant software systems and data base for forms and policies.
• Must be highly organized and must be able to function with a high degree of autonomy.
• Assists with front office administrative functions such as deliveries, and mail pick up.
• Assists Chief Program Officer with administrative tasks.
• Other duties as assigned.
III. Accountability: Areas in which the position is accountable/responsible:
Quality Control : Has high accountability for providing quality services to participants/visitors/vendors.
Records : Ensures case files are maintained and meet agency and funder requirements.
• Supervision Responsibility:
• Reports directly to the Chief Program Officer.
• Does not supervise.
• Business-Related Contacts:
Internal : Has contact with all agency staff members.
External : Has contact with participants, law enforcement, other DV shelters, attorneys, volunteers, and various vendors.
• Educational and/or equivalence in experience requirements:
• Bachelor's degree in related field required.
• Extensive experience may be considered in lieu of a degree.
• Experience working with survivors of domestic violence preferred.
• Experience working with statistical and funder reporting required.
• Requires Core Competency training and additional 6-hours (30-hours total) to qualify for privilege status.
• Requires on-going 16-hours of DV related training after the first year.
Certification or licensing requirements:
• Must successfully pass all agency screening requirements.
• Requires a valid Florida driver's license, acceptable Motor Vehicle Report, active driving insurance, and reliable transportation.
VII. Specialized equipment or machines used in the course of the duties of the position.
Must be proficient in Microsoft programs. Must have working knowledge of WS or similar data base software. Power Point and other programs are also used for some job functions. Copiers, faxes and printers maintenance may be required.
VIII. Physical Demands:
This position entails communicating verbally and in writing, preparing statistical information and related correspondence. The position requires standing, walking, sitting, stooping/crouching, and reaching with hands and arms occasionally. Talking and hearing are required most of the time. Lifting up to 50 pounds is required occasionally. Vision required by this job include close vision and ability to adjust focus. Able to work with animal victims in care and transporting.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work Environment:
The environment is typically that of an office setting with moderate noise. There is occasional exposure to the outdoors when dealing with animals and errands. Contact with resident adults and children is often and must be respectful at all times.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Additional Remarks:
Must be able to work in a crisis setting with minimal supervision. Must have ability to prioritize and work on several projects simultaneously. Ability to multi-task. Strong communication skills a must.
Full Job Description
The Spring of Tampa Bay https://thespring.applicantpro.com