Client and Shelter Operations Specialist- Part Time presso Safe Harbor

Title: Client and Shelter Operations Specialist – Part Time (CSOS – Anderson) 

Position Summary 

The Client and Shelter Operations Specialist (CSOS) is a frontline member of the Shelter Operations and Client Support Team, responsible for promoting structure, consistency, and emotional safety within the shelter environment. This role plays a critical part in facilitating new arrivals, supporting trauma-informed communal living, and monitoring shared space expectations. CSOS staff are essential to reinforcing program expectations, modeling trauma-informed interactions, and maintaining an environment where clients can thrive during their stay. The CSOS collaborates with Client Support Specialists, Shelter Operations leadership, and other shelter staff to support smooth operations and a safe, welcoming environment for all clients. This is a part-time, hourly, non-exempt position.  

 Reports to: Shelter Operations Supervisor 

Key Responsibilities 

Shelter Operations & Structure 

• Complete and finalize all new arrival and re-entry processes, including conducting shelter tours, reviewing the Safe Shelter Agreement, facilitating client orientation and assessment, Community Living Success Plans, and ensuring accurate completion and documentation of required forms 
• Facilitate Safe Shelter Reviews when directed by a supervisor 
• Conduct exit conversations for planned discharges and support closure through Butterfly Celebrations 
• Prepare and maintain new arrival folders and assemble/refill welcome kits as needed 
• Assign and verify completion of client household chores based on shift responsibilities and communal living expectations; ensure cleaning supplies are properly labeled and stocked 
• Monitor doors and gates for safety; report concerns promptly 
• Dispense over-the-counter (OTC) medications and personal care items based on submitted client request forms; track distribution using agency logs 
• Coordinate room and locker preparation, inspections, and vehicle readiness 
• Provide support with grocery or supply ordering when designated staff are unavailable or when immediate needs arise 
• Assist with unpacking and organizing groceries and supplies to ensure timely restocking 
• Ensure bed boards, signage, and client logs are current and accurate 
• Conduct routine walkthroughs of all shelter spaces to proactively identify and address cleanliness, safety, or structural concerns 
• Maintain and update Shelter Operations Information Boards, shelter notebooks, shared communication tools, and facility logs 

Community Living Support 

• Assist with roommate agreements, mediations, and structured conversations at the direction of a supervisor 
• Plan and facilitate Community Living (CL) Groups centered on trauma-informed communal expectations and peer connection 
• Support and help implement trauma-informed client engagement events 
• Encourage respectful use of shared spaces and model positive, trauma-informed communication 
• Refer clients to the Advocacy Team for needs related to advocacy services 
• Reinforce daily structure and shelter guidelines in alignment with agency values 
• Maintain professional boundaries while offering respectful, nonjudgmental support in daily shelter routines 
• Recognize and report signs of emotional distress, safety concerns, or behavioral escalation to a supervisor promptly 
• Respond calmly to moments of emotional distress, using de-escalation techniques when appropriate and promptly notifying leadership of safety concerns 
• Conduct follow-up conversations with clients, as directed, to reinforce expectations and provide support 
• Identify and flag emerging behavioral patterns and communal living concerns in shelter documentation systems 

Documentation & Communication 

• Document all relevant client interactions, incidents, observations, and shelter concerns using agency-approved systems in a timely and accurate manner 
• Respond to helpline calls in accordance with agency procedures and trauma-informed practices (primary responsibility for weekday rollover calls during assigned shift) 
• Observe and report emerging client patterns or concerns related to safety, emotional well-being, or communal living to Shelter Operations leadership 
• Follow up on assigned tasks and ensure documentation is completed accurately and on time 
• Demonstrate reliability by completing assigned tasks within expected timeframes and notifying the supervisor of any delays or barriers 

Team Collaboration 

• Work cooperatively with other SOCS team members and Shelter Operations leadership to ensure consistent shelter operations 
• Participate in shift debriefs, shelter walk-throughs, and team check-ins 
• Support the shadow training of new staff when assigned 
• Promote consistency and shared understanding through strong communication and documentation 
• Ensure smooth shift-to-shift transitions through shared communication tools and accurate notes 
• Adjust to changes in client needs, shift demands, or shelter flow while maintaining consistency in role expectations 
• Maintain regular communication with supervisors to report concerns, receive guidance, and ensure alignment with shelter standards 

Additional Responsibilities 

• Attend required staff meetings, supervision sessions, and trainings to stay informed of program updates and expectations 
• Actively participate in onboarding, ongoing training, and professional development to strengthen trauma-informed practices and shelter operations knowledge 
• Enthusiastically represent and support the mission and vision of Safe Harbor in all interactions with clients, teammates, and community partners 
• Assist with any additional responsibilities necessary to support a safe, structured, and supportive shelter environment 
• Complete other duties as assigned by the supervisor and/or agency leadership 

Qualifications 

• 1–2 years of experience in shelter, residential, or communal living environments preferred 
• Familiarity with trauma-informed care and structured shelter routines 
• Ability to lead groups and engage clients in structured and spontaneous interactions 
• Strong organizational, communication, and follow-through skills 
• Computer literacy required, including the ability to navigate internal systems, complete documentation, and use Microsoft Office or similar programs 
• High school diploma or GED required 
• Valid driver’s license and reliable transportation required 

Work Environment & Physical Requirements 

• Based in a residential shelter setting with shared living spaces 
• Frequent walking, standing, climbing stairs, light lifting, and engagement in client areas 
• Must be able to manage structure, enforce policies calmly, and respond to needs in a fast-paced setting 
• Must follow all documentation and shelter safety protocols 
• Expected to uphold strict confidentiality in all shelter-related documentation, communication, and interactions both onsite and externally