Intake and Office Coordinator
Hours: Full-time (40 hours per week), evenings and weekends as seldom required. Possibility for hybrid work setting.
Salary Range: $43,000 - $58,000 annual salary, commensurate with education/experience/skills
Benefits: Health, Dental, Optical, Life and Disability Insurance
Paid holidays/vacation and sick days
Optional 401K retirement benefit with 7% employer match
Position Description:
The Intake and Office Coordinator is primarily responsible for office coordination, community referrals and intake of fair housing allegations and cases. This position reports to the Deputy Director and the Executive Director, and works in close collaboration with the Enforcement Coordinators, Test Coordinator and Investigations Manager. Duties include general clerical, answering telephones, handling walk-ins, ordering supplies, community referrals, case intake, assisting with client correspondence and case development, contract compliance, data entry and managing office operations. This is a full-time professional office position, averaging 40 hours per week. Reliable transportation to and from the office and various locations throughout west Michigan is required.
Fair Housing Intake:
Intake begins with a fair housing allegation contact/query received by a fair housing organization. A fair housing allegation involves one or more claims of a violation of a local, state and/or federal fair housing law. Intakes may be in-person or by phone, mail, email or other web-based contact and documented through a standard database entry. Information gathered at intake starts the fair housing case process.
Position Responsibilities:
Position responsibilities include, but are not limited to, the items listed below. Position holder acknowledges and accepts that, while they are responsible for the items below, they may be, on occasion, asked to perform duties—within reason—outside of those listed below in order to help the organization complete a program or project which furthers the organization’s mission.
Intake Coordination:
- Answer telephone, e-mails, web inquiries, and walk-in requests to provide assistance and/or route to appropriate staff member
-Specialize in community resource and referral information, and making community referrals
-Record each intake, allegation and referral according to established protocols and agency databases
-Specialize in and complete case intake and closure according to established protocols
-Establish, implement and maintain intake and case file record-keeping procedures
-Ensure intake protocols appropriately assess and record client and program eligibility
-Assist with any/all correspondence with clients
-Assist with research, analysis, and data gathering enforcement activities
-Manage case intake files, enforcement resource/outreach materials, and other records
-Assist with the updating and maintenance of research and reference materials
- Assist with administrative enforcement tasks and casework activities
-Maintain and update enforcement-related logs and databases, including data entry and data quality review
Office Coordination:
- Oversee and manage operations and building maintenance
- Negotiate, manage, and administer contracts with independent contractors, vendors and service providers, and maintain contact with such
- Assist with resolution of all computer-related matters, including securing appropriate solutions, contractors, vendors and/or service providers
- Manage agency operational vendor accounts, billing and credentials
- Maintain and manage maintenance records
- Oversee general office housekeeping
- Monitor, order and maintain office supplies and equipment, including an equipment acquisition/disposal log
- Process and distribute incoming and outgoing mail
- Generate, assemble and distribute reports and packets for Board/committee meetings
- Provide clerical support to all FHCWM programs and projects including filing and copying
Community Engagement and Other:
- Develop, participate in and maintain partnerships with community-partners, referral agencies, and others in order to further fair housing
- Participate in/represent the Fair Housing Center at meetings, community resource fairs, volunteer fairs, and other outreach opportunities
- Participate as needed in the Fair Housing Center’s annual Fair Housing Luncheon and Workshop Series, and other hosted events
- Assist as needed with grant/contract applications, reports, and administration
- Assist with the generation of the newsletter
- Any other duties as assigned
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Required Skills/Attributes:
- Must possess a passion for civil rights and social justice, and the ability to work with a diverse population.
- Ability to positively represent the values and goals of the Fair Housing Center
- Strong written and verbal communication skills with a customer-service orientation
- Ability to think strategically and creatively, task oriented and self-motivated
- Ability to maintain demeanor and professionalism in confrontational and emotional situations
- Team-focused, but can work well both collaboratively and independently
- Excellent organizational skills, with accuracy and attention to detail
- Proficiency in Microsoft Office, including Word and Excel
- Ability to contemporaneously input information into a web-based database
- Ability to organize, document and manage vendor contacts, accounts, and contracts
- Ability to evaluate and anticipate needs with proactive, independent planning and actions
- Ability to set and meet realistic goals and deadlines and evaluate and report results
- Ability to multi-task while handling pressure including telephone, basic office machines, reading, writing, typing, and computer/data entry
Preferred: Bilingual and/or proficiency with the Spanish language
Required Education/Experience:
- Bachelor’s degree or at least 3 years of equivalent experience required
Preferred:
- Activity/membership in the community, nonprofits or professional organizations
- Knowledge of community housing-related programs and services
- Experience with customer-client service and/or non-profit programs
- Experience with task/office management
Don’t meet every single requirement? At the FHCWM we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. Your unique background and skills may be exactly what we need to innovate and excel in our work.
Application Process:
Application deadline: Friday, August 9, 2024 at 5:00 P.M. EST.
A complete application must include:
1. cover letter,
2. resume and
3. contact information for at least 2 professional references.
Please send application as a single PDF to Elizabeth Stoddard at estoddard@fhcwm.org with “Intake and Office Coordinator” in the subject line. Incomplete applications will not be considered. Applicants with complete applications will be notified whether or not they have been selected for an interview. We tentatively plan to schedule interviews the week of August 18, 2024.
Equal Opportunity Employer:
The Fair Housing Center of West Michigan is an Equal Employment Opportunity organization and does not discriminate against any person in matters of employment, application for employment, and/or benefits on the basis of race, religion or creed, color, national origin, gender, disability, family status, marital status, age, gender identity or expression, genetic information, sexual orientation, genotype, medical condition, height, or weight.
Diversity, Equity, and Inclusion Statement:
FHCWM recognizes that structural racism and other forms of oppression have contributed to persistent disparities in our community. FHCWM pledges to not only denounce racism, but to oppose all forms of intersecting oppression, including sexism, homophobia, transphobia, ableism, ageism, and every other form of systemic oppression.
The Fair Housing Center of West Michigan will provide reasonable accommodation to a qualified applicant or employee with a disability.