Shelter Assistant

Job Title: Shelter Assistant

Supervisor’s Title: Operations Manager

General Summary: The Shelter Assistant plays a vital role in supporting the day-to-day operations of the Hope Harbor shelter. This position ensures the compassionate care and safety of all residents, with a strong focus on maintaining a secure and trauma-informed environment for residents, staff, volunteers, and visitors. Key responsibilities include assisting new residents with orientation, supporting residents, and providing leadership in upholding shelter policies and procedures. The Shelter Assistant is also responsible for routine administrative and operational duties such as completing weekly paperwork, coordinating meal planning and preparation, and managing inventory of food, cleaning supplies, and disposable products. In collaboration with the Operations Manager, the Shelter Assistant ensures effective use of budget resources and donations and helps maintain the physical facility. The role also involves engaging with volunteers and supporting additional duties as assigned.

Qualifications:

• Pass a complete series of background checks.

• Be capable of accurately following written and verbal instructions.

• Possess the ability to communicate effectively; orally, typed, and written.

• Ability to be reliable and punctual.

• Ability to work with people in need in a compassionate and dignified manner.

• Ability to maintain resident, staff, and volunteer confidentiality.

• Must be able to work independently with a minimum amount of supervision.

• Knowledge of computers and software, and the ability to accurately enter data within specific time deadlines.

Essential Duties and Responsibilities:

• Resident & Facility Safety

  • Monitor the sign in/sign out sheet as appropriate. Ensure confidentiality of residents, staff and volunteers.  Walk through the entire building once an hour to monitor the physical safety of the facility regarding danger including but not limited to unauthorized visitors, residents under the influence of drugs and/or alcohol, fires, maintenance concerns, violence, etc. Ensure all main areas of shelter are clutter free and clean. Allow access to residents’ prescription medications, noting this in daily One Note reports. Perform maintenance tasks with residents weekly during Maintenance Class. Assist Operations Manager with vendors for maintenance and service calls. Coordinate with Operations Manager for monthly fire and weather emergency drills.

• Assisting Shelter Residents

  • Assist with resident orientation to the program. This includes working alongside new residents to learn the process of chores, sign- in, mealtimes etc. Create and post community service opportunities and communicate regularly with shelter residents.

• Resident Room Walk-through (Maintenance Checks)

  • Collaborate with Operations Manager to conduct weekly unit maintenance checks for resident rooms and main living areas of the shelter. Work with Hope Harbor staff to identify and schedule walkthroughs when appropriate.

• Donation Distribution

  • Receives, organizes, and distributes donations. Schedules surpluses pick up. Coordinates with donation volunteers. Coordinate with regular donors (produce, bread, etc.) and ensure there is space available to receive donations. Work with Service Coordinator to coordinate donations.

• Budget

  • Purchase food & shelter supplies according to budget and be able to determine appropriate distribution of funds. Properly store food and supplies in their assigned locations.

• Kitchen Supervision

  • Completes menu/recipe planning for Transitional Shelter utilizing available donated foods; updates need list; pulls food; assists to organize pantry, freezers, and refrigerators. Responsible for grocery shopping, picking up milk from donors, and planning for other necessary food donations. This includes coordinating purchases with the Operations Manager.

• Documentation

  • Complete documentation including incident reports, daily activity logs, etc.; in an accurate and timely manner. Evaluate and document client daily chore completions. Responsible for tracking donations received daily & providing donation sheets to the office.