Administrative Services Supervisor

Lead a compassionate team supporting individuals and families to maintain their housing and access services.

Job Summary

The Administrative Services Supervisor is responsible for providing support to the agency and Stabilization Department's centralized clerical and reception services in addition to agency-wide functions as directed by the CEO. This includes supervising front desk reception staff as well as supporting the headquarters building administration. This position carries out day-to-day support activities for the CEO and Solid Ground Board of Directors and conducts/oversees special projects.

Essential Responsibilities, Duties & Tasks

Supervision: Hire, train, supervise and evaluate front desk reception staff, and provide oversight and support to facilitate day-to- day performance of reception and clerical duties. This includes technical and backup support for encounters with clients in person, by phone, or via email. The reception services may also need to be adapted to the evolving needs of the Stabilization Department.

Board Support: Support and attend Board meetings through preparing and distributing agendas and meeting materials; record, transcribe and distribute minutes for these meetings. Provide administrative assistance to the Board President and Board of Directors on special projects and day-to-day activities as needed.

Facilities Management: Oversee the maintenance of the agency's telephone communications system; Update signs communicating closure of services and/or building; facilitate locking and unlocking of doors; participate in safety committee meetings. Provide back up to the Facilities Manager when absent by assigning and issuing keys, contacting building vendors when necessary (janitorial, elevator, HVAC, etc), and handling building issues that arise.

Contract Management:Identify regional trends in housing, homelessness and financial insecurity issues and in aligning program activities to respond to needs and opportunities. Develop new program initiatives; strengthen existing programs through knowledge of best practices nationwide. Conduct strategic and program development activities to assess, design and implement new projects and programs in response to community needs, and as related to the agency's long range plan. Work closely with agency management and other departments to ensure that services are coordinated agency wide and are accountable to the communities that are served thru Supportive Service Programs. Develop and implement programming designed to inspire, motivate and foster good morale among staff to provide high quality services.

Event Coordination: Represent Solid Ground and the Supportive Service Programs in relevant community forums, coalitions and planning processes to lead community response to housing, homelessness and financial instability and the prevention of homelessness. Serve as liaison and act in an advisory capacity to funders and coalitions at the city, county and state regional levels. Work with public and government to address long term strategies to prevent the loss of permanent, affordable housing.

Document Management: Develop and maintain agency documents for internal and external uses as needed, including correspondence, procedures and memos.

Teamwork: Participate in Stabilization program, department and agency meetings and relevant trainings as required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.