Administrative Shelter Monitor

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Position Summary:

The HSC-Administrative Shelter Monitor (ASM) is responsible for monitoring the activities of residents of the shelter/center and to ensure compliance with program rules and expectations. He/she is also responsible for ensuring the safety of residents and the security and sanitation of the program. The HSC-ASM is responsible for administrative duties such as completing daily reports, updating and validating information in the HMIS database and constantly communicating with Arlington County representatives. The ASM reports to the Assistant Shelter Director. The ASM will also ensure a safe, secure and efficient facility and program 24 hours a day, the safety of residents and staff in fire and other emergencies, the residents' compliance with agency policy and rules and the encouragement the residents' successful move to stable housing.

Primary Responsibilities:

• Ensure a safe and manageable living environment for shelter residents. Monitors residential areas, is visible and continuously interacts with shelter residents.
• Engage and motivate shelter clients by employing evidence-based strategies such as progressive engagement, motivational interviewing, and trauma-informed care.
• Answers telephone calls and route those calls to appropriate program staff along with responding to in-person and telephone inquiries from the public.
• Conduct a walk-through of the men and women's dorms to assure everyone is off the floor by 8.30AM.
• Complete room check list for each client's living space (checking for cleanliness).
  • Reports to case managers if client areas are not clean per shelter policy
• Assist residents within limits in processing issues and problem-solving.
• Monitor medication and consumption log in accordance with the medication policy of the program.
  • Count controlled medications (beginning and end of shift) daily
• Consult with direct supervisor or supervisor on-duty regarding residents' personal needs, behavior, and service planning.
• Check for contraband in facility through general observation, room or package/purse searches per the search, contraband, and weapons protocols.
  • Completes security checks every half hour.
• Follow breathalyzer/urinalysis policy as necessary
  • Completion of reasonable suspicion documentation as needed
• Monitor and update bulletin boards for program activities and other programming for residents.
• Checks that all work-related equipment is functioning properly and report any maintenance requirements to facilities manager.
• Attend staff meetings and trainings as directed.
• Continuously update logbook.
  • Maintain a comprehensive and accurate written record of events that occur during shifts, as well as thorough incident reports.
  • Read logbook from previous day/days - ensure you are update with shelter issues/concerns
  • Maintain resident sign-in/out log as well as all other logbooks and records.
  • Completes client intakes for Shelter/Medical Respite as needed
  • Clear bed area in preparation for new clients entering shelter
  • 3pm: Search clients and their belongings upon entry to shelter (check for contraband, weapons, etc.)
• Follow appropriate critical incident protocol and fully complete accompanying documentation
• Collect data and run reports using the HMIS database.
  • Enters/Enrolls/Exit clients into/out of ETO (completes enrollment, entry/exit HUD assessment, bed assignment, and case manager assignment/caseload).
  • Shelter/Medical Respite/Hypothermia-R/Hypothermia-NR
  • Assist in correcting weekly validation errors for shelter, hypothermia, and medical respite
• Create and distribute daily shelter reports.
  • Completes the weekend bed list for staff use.
  • Compile and send out morning reports (Bed List and vacancies, Case Manager Case Load, Medical Respite/Count, Suspension List) by10.00am Monday-Friday.
  • Scan and email CIR, room checklists, and client complaints to designated parties
  • Organize front desk file cabinet.
  • Prepares program binders
  • File all previous days' paperwork
• Liaise with Arlington County (CCU) to enter clients into shelter.
• Hypothermia Nov to March
  • Organize hypothermia supplies.
  • Refill hypothermia documents when low.
  • Create/update hypothermia bed list
  • Enroll/dismiss Hypothermia-R and hypothermia-NR clients from ETO (Entry/Exit HUD assessments).
  • Maintain hypothermia files (file new documentation/purge documentation older than 5 years).
  • Maintain hypothermia supply drawer (assure that supplies such as first aid, forms, intakes, etc. are readily available).
• Prepare and update Shelter Resource binders for use by all staff
• Assist with serving lunch if needed by Kitchen staff and Day program
• Receive, account for, and secure all donations received during the shift, as well as provide donation receipts to donors upon request.
• Perform other duties assigned.

REQUIREMENTS:

The ASM must have a minimum of a high school diploma with one (1) year experience with substance abuse, mental health issues and providing service to chronically homeless individuals is preferred. The ASM must have the ability to work well with individuals in crisis, communicate effectively, and have strong organizational skills. Patience, persistence, and consistency in services are necessary. Knowledge of Word, Excel, and Homeless Management Information System databases is required. The ASM must have a valid driver's license and current car insurance. Being bi-lingual (Spanish/English) would be a plus. Experience in Motivational Interviewing and use of progressive methodologies a plus.

The ability to interact and communicate effectively with others, both orally and in writing is required. The ASM must be able to prepare written reports; monitor and direct program activities; and ensure the safety and security of program operations.

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The ability to safely operate a motor vehicle to transport oneself, others and program supplies as necessary.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
• The physical ability to move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
• The ability to operate office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods of time.

The selected candidates must embrace the organizational values:

• Teamwork: The participation of individuals coming together and supporting each other to accomplish a common goal around a shared vision and organizational journey.
• Integrity: Unwavering and consistent dedication to ethics, morals, and transparency.
• Diversity: The practice of inclusion, respect, and acceptance of our differences and learning to appreciate the variety of experiences leading to multiple perspectives
• Equity: The fair and consistent treatment, access, opportunity, and advancement for all

ADDITIONAL INFORMATON:

• Work Hours: Monday - Friday, 7:30a-3:30p. Must be able to work a flexible schedule including evenings and weekends.
• CPR/First Aid Certification must be acquired and maintained once employed.