Rental Assistance Program Administrative Assistant bei Victory Programs Inc

Description

Description: The Rental Assistance Program Administrative Assistant is responsible for the file management of applications for Rental Start-Up, Homelessness Prevention and Utility Assistance that have been processed by the RAP Specialists, and provide system navigation to advocates/case managers and property owners/managers who serve low-income people living with HIV/AIDS in need of short-term housing and utility assistance. Completes administrative duties required to support the RAP Team. The RAP Administrative Assistant reports to the Program Director of the Rental Assistance Program and meets for weekly supervision and programmatic assignments. 

Location: RAP 29 Stanhope St. 3rd Floor Boston, MA 

Essential Functions:

• Act in accordance with Victory Programs, Inc.’s Standards of Excellence at all times, including maintaining professional ethics, boundaries and client confidentiality.
• Responsible for the joint effort in enforcing all policies and procedures of the program. 
• Implement best practices in compliance with Victory Programs’ Philosophy of Care and our Housing First philosophy.
• File management of Utility Assistance, Rental Start-Up, and Homelessness Prevention Program Applications processed by the RAP Specialists
• Screen potential applicants for the Utility Assistance, Rental Start-Up, and Homelessness Prevention Programs for eligibility. 
• Collaborate with and advise providers on how to determine RAP eligibility and fill out and submit applications on behalf of their clients.                                                 
• Act as a liaison between clients and landlords, property management companies, and housing authorities while maintaining client confidentiality.
• Work with Victory Programs Inc. staff and other outside providers to verify documentation, and prevent fraud. 
• Create and maintain electronic and written records of rental assistance and utility requests, rents and allocations. Utilize an electronic database to enter and track client demographic information, application status, and all forms required in RAP data entry workflow. 
• Maintain a data entry tracking spreadsheet
• Ensure proper documentation procedures are maintained including data collection, storing, and labeling of client files in the department shared drive, and overall maintenance of client records and other paperwork required by the agency and or funding sources.
• Collect and enter data into EHR and tracking spreadsheet.
• Communicate with external/internal providers for general RAP questions.
• Assist in training with internal and external providers, including preparing for and facilitating training, communication about upcoming training, and sharing materials.
• Refer clients and case managers to both internal and external housing, legal, health care, and utility resources, as necessary.

RAP Administrative Duties:

• Answer and maintain the RAP phone line, email inbox, and incoming faxes. Forward messages and documents accordingly.
• Answer each phone call in a cheerful and professional manner.
• Log information on calls received, where required and maintain detailed and accurate records.
• Respond to calls, voicemails, and emails within 3 business days of receipt.
• Draft RAP correspondence (notices, application status letters, etc.)
• Sort and disperse incoming RAP postal mail.
• Print and prepare outgoing RAP postal mail.
• Communicate with external/internal providers for general RAP questions.
• Provide clients, providers, and landlords with correct and accurate information regarding RAP services. Ask for input from team colleagues if unsure of the correct response to inquiries.
• Refer unusual or difficult situations to the RAP Director.
• Perform related duties and projects as assigned.

Non-Essential Functions: 

• Participate and support the agency in program holiday events, State House rallies, fundraising and advocacy events, HIV/AIDS rally and walk, and any additional functions. 
• Attend weekly staff meetings, in-service training and agency workshops. 
• Attend additional training as requested by your supervisor to enhance skills. 
• Perform any other duty or task that may be requested by a supervisor or the Program Director. 
• Represent Victory Programs, Inc. in external meetings, as requested. 

Qualifications: 

• High school diploma with 1-2 years of administrative experience.
• Experience advocating for clients with government assistance agencies, housing authorities, private landlords or realtors preferred. 
• Openness to harm reduction philosophy.
• Strong administrative skills and the ability to pay close and accurate attention to details while maintaining a fast work pace.
• Ability to work independently and cooperatively as a member of a professional team.
• Ability to work patiently and persistently with clients and colleagues in order to ensure follow through and to function as part of a team.
• Ability to juggle multiple tasks under pressure and deadlines.
• Strong organizational, written, and verbal communication skills.
• Strong computer skills, including Google office suites and Internet use.
• Demonstrated ability to work successfully in multi-cultural settings with diverse client groups, including people with mental health concerns and substance use disorder.
• Must be CPR certified (may be obtained upon hire)
• Complete TB screening (may be obtained upon hire)
• Three strong work related professional references; at least 2 from manager or supervisor.

Preferred Qualifications:

• Bilingual (English/Spanish, Haitian Creole) preferred.
• A valid Massachusetts driver’s license with a safety driving points of 00, 99, 01, 02, or 03. 
• At least two years of work experience in human services or housing subsidy program administration.
• Experience with Adobe Acrobat.
• Experience with data entry into an electronic health record or other data collection system.
• Experience working with one or more of the following populations: HIV+, homeless, LGBTQIA, people of color, chemically dependent, chronically ill or disabled.

Physical Requirements:

Ability to meet the following physical requirements with or without reasonable accommodations:

• Sit at a computer station for extended periods of time;
• Ability to keyboard for extended periods of time.

Position Type: Non-exempt, Part-time position (24 hours weekly) Mon-Fri (varying shifts)

Rate: $22.28 hourly

Victory Programs values a diverse workforce, as we collectively seek to create welcoming, inclusive and accessible environments for our employees and the people we serve. We strive to sustain healthy, functioning communities that respect and celebrate different experiences, identities, cultures and ideas.  

Victory Programs has helped individuals and families in crisis for over 45 years. Thousands turn to us yearly for shelter, sustenance, recovery, care, and professional, compassionate support. Most struggle with homelessness, substance use and mental health, and many live with HIV/AIDS. Our team of more than 300 staff across over 30+ programs works with people to develop and execute creative, safe solutions to the very real challenges our clients face.