Shelter Service Specialist at Sunstone Way

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

22 Feb, 26

Salary

28.89

Posted On

24 Nov, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Housing First, Harm Reduction, Data Entry, Client Interaction, Time Management, Writing Skills, Problem Solving, Social Services, Inventory Management, Customer Service, Quality Assurance, Microsoft Office, Case Management, Documentation, Team Coordination, Active Listening

Industry

Non-profit Organizations

Description

Job Title: Shelter Services Specialist Department: Houseless Intervention Services Reports to: Program Manager primary, dotted line to Procurement Manager for financial workflow. Salary Grade/Level/Range: $28.89/hour, Step I, FY 2025-26. Effective Date: 1-Sep-25 FLSA Classification: Hourly / AFSCME Represented Job Summary: This position combines some Navigation Specialist with Shelter Services job duties to meet the specific needs of Bridge Shelters. The Shelter Services Specialist will be a member of a dedicated team whose mission is to support those experiencing houselessness in shelter and emergency shelter settings. The Shelter Services Specialist will work with Case Managers, to assist with participants’ placement into housing and perform all site duties. The Shelter Services Specialist will assist the Procurement Manager & Program Manager with program coordination, including document assessment and management for the Rapid Rehousing program. Duties/Responsibilities: * Coordinates all intakes and scheduling with Coordinated Access [CA]. * Conducts all new arrival intakes. * Performs data entry into HMIS, CaseWorthy and ensures the bed roster is up to date. * Sends weekly roster updates to CA, submits bed roster data to CA when directed. * Provides site orientation to new arrivals and assign room numbers. * Ensures all paperwork is filed appropriately. * Assists participants with acquiring housing essentials. * Maintains accurate inventory of move out supplies. * Assists team leads in quality assurance checks on all databases used on site. * Removes all participant information out of HMIS, CaseWorthy and bed roster once an exit or moveout takes place. * Assists in requesting funds for participants for items that are a barrier to housing. * Ensures all service transactions are completed and entered correctly. * Completes all required site notes and provides progress updates on any services provided. * Purchases moveout housing essentials. * Performs site duties as directed. * Coordinates new intakes with Program Manager or Team Lead Supervisor. * Completes intakes with new arrivals. * Enters intake data into CaseWorthy and HMIS. * Conducts orientation walkthrough with new arrivals. * Coordinates with Sunstone Way case managers to prepare for any move out dates and needs. * Submits CAF requests for move out supplies/replenish move out kit inventory. * Submits CAF requests for participant wellness items or needed forms of identification. * Collects any expected CAF checks from the Finance Department at the main office. * Completes all required documentation for progress notes or completed tasks that apply to participant progress or assistance given. * Performs data quality assurance checks in HMIS, CaseWorthy and bed roster accuracy. * Reviews case files to confirm all required documents are filed and in order. * Performs other duties as assigned. Supervisory Responsibilities: None Required Experience: * 1-2 years’ experience as a Navigation Specialist, Housing Specialist, Case Manager, or similar work in social services. * Client information databases, developing operating strategies, plans, or procedures. * Direct administrative or support services. * Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation, * Knowledge of principles and processes for providing customer and personal services. Required Education and Certification: * Associate’s Degree in Social Work, Psychology, or related field, or two years’ experience in an equivalent position. Required Skills/Abilities: * Understanding of Housing First and Harm Reduction models. * Being open to change (positive or negative) and to considerable variety in the workplace. * Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds, religious views, political affiliations, cultural backgrounds, lifestyles, and sexual orientations and treat everyone with respect and dignity. * Providing information to supervisors, co-workers, and stakeholders by telephone, in written form, e-mail, or in person. * Proficient with Microsoft Office applications. * Effective time management skills. * Strong writing skills for maintaining accurate and complete participant case files. Preferred Education: * Master’s or Bachelor’s Degree in Social Work, Psychology, or other related field. * Other relevant certification or training. * Lived experience. Additional eligibility requirements: * Sufficient manual dexterity and physical ability to perform assigned tasks. * Must be able to pass a background check. * Must be able to work in a drug-free environment. * Regular and reliable attendance to all required shifts. Additional requirements for Family Shelters: * Experience serving families, children and at-risk youth in a social services environment. * Must comply with legal and program requirements for working with families and youth which may include fingerprinting and passing additional and/or recurring background checks. Work environment: Working indoors and outdoors in heat and cold | Slippery and uneven walking surfaces | Working in close proximity to others | Exposure to offensive odors Physical Requirements: Ability to lift up to 50lbs | Bending, stooping, reaching | Sitting for extended periods of time | Standing for extended periods of time Travel required: Occasional travel to and from other work sites up to 20% of the time. Competencies: * Accountability – Accountable for measurable, high-quality, timely, and cost-effective results. * Problem Solving / Decision Making – Identifies and analyzes problems weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions. * Quantity / Quality of Work – Pays close attention to detail. Strives to achieve accuracy and consistency in all tasks. * Service Orientation – Applies effective interpersonal and problem-solving skills when responding to participants. Actively looking for ways to help people. * Computer Skills – Uses computers, software applications, databases, and automated systems to accomplish work. * Writing – Communicating effectively in writing as appropriate for the needs of the audience. * Time Management – Managing one's own time. * Efficiency: Planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things. * Speaking – Talking to others to convey information effectively. * Social Perceptiveness – Being aware of others' reactions and understanding why they react as they do. * Reading Comprehension – Understanding written sentences and paragraphs in work related documents. * Monitoring – Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. * Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one. * Coordination – Adjusting actions in relation to others' actions. * Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. * Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment. * Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement. Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

Responsibilities

The Shelter Services Specialist will coordinate intakes and scheduling, conduct new arrival intakes, and assist participants with housing placement. They will also manage documentation and inventory for the Rapid Rehousing program.