GENERAL SUMMARY:
The Guest Advocate role is responsible for supporting shelter operations by ensuring the safety, cleanliness, and orderly functioning of the facility. The Guest Advocate engages and empowers guests through compassionate service, helps maintain accurate documentation and data compliance withing the Homeless Management Information System (HMIS), and work collaboratively with other staff to provide quality support to those we serve. Responsibilities include managing shelter routines, supervising guests chores, ensuring the secure use of shelter resources, entering and auditing guest information in HMIS, and maintaining confidentiality and data integrity. The Guest Advocate plays a key part in fostering a welcoming, supportive environment while upholding the mission of St. Vincent de Paul.
MINIMUM QUALIFICATIONS:
- Education, Experience & Certifications:
- High School Diploma
- Minimum of two (2) years of direct experience working with vulnerable populations
- Demonstrated prior experience utilizing the Homeless Management Information System (HMIS) or equivalent client data management/software systems in a shelter or human service environment
- Other Qualifications:
- Ability to engage guest in positive changes in their lives through compassionate service, dignified support, and empowerment of individuals to achieve stability and renewed hope
- Advance computer proficiency with the ability to quickly learn new software applications, accurately enter sensitive data, and trouble shoot basic technical issues
- Proficient in Microsoft Office Suite and comfortable with general office technology (copier, fax, shelter management systems)
- Exceptional organizational skills with physical and electronic filing
- Commitment to data compliance and quality
- Ability to adhere to strict confidentiality requirements
- Respect for Catholic Social Teachings and the mission of SVDP
- Physical Demands:
- Ability to walk around shelters inside and outside areas within up to one city block
- Ability to work overnight while maintaining complete awareness of surroundings for duration of shift
- Ability to lift twenty-five (25) pounds
- Working Environment:
- The position is in an office and community environment
ESSENTIAL JOB DUTIES/PERFORMANCE STANDARDS:
- Manage shelter routines and documentation
- Ensure that the census and sign-in sheets match each shift
- Monitor and track guest work schedules
- Answer shelter telephone calls, answering phone promptly and courteously
- Conduct a thorough check of facilities prior to leaving to ensure no one is left behind
- Manage food, supplies and cleanliness
- Ensure cleanliness of shelter through supervising guests completing chores, etc.
- Manage the use of supplies in shelter provided for guests
- Mange the provision of food, shelter and safety of guests
- Ensure documentation of and brings to the attention of immediate supervisor any issues or concerns with guests not adhering to the rules of the organization
- Ensures communication with immediate supervisor of any immediate needs including required supplies (i.e., food, drinks, office supplies, cleaning supplies)
- Manage the safety and security of the shelter buildings
- Ensure that the interior and exterior of shelter is safe, secure, and locked at the beginning, during and end of shift, as well as checking to ensure that cameras are fully functional
- Ensure the interior, exterior, and grounds of the shelter area are clean, engaging guests as voluntary assistants where helpful and appropriate
- Respond to security and fire alarms in safe and secure fashion, making sure that the safety of guests and staff are paramount
- Manage entry of services in shelter management system
- Accurately enter, update, and maintain guest demographics, service, and intake information in the HMIS and related databases in real time, ensuring all required fields are completed according to shelter standards
- Conduct daily, weekly, and monthly audits of digital and paper records to ensure data quality, identify discrepancies, and initiate corrections and updates as needed
- Safeguard all sensitive information by adhering to strict confidentiality protocols and data compliance standards in all aspects of data entry, reporting, and record keeping
- Generate, review, and submit requested reports from HMIS and internal tracking systems to supervisors to ensure accurate reflection of shelter activity and guest outcomes
- Participate in HMIS and data management training as required and maintain current knowledge of evolving policies, compliance updates, and system changes
- Collaborating with other SVDP staff for the smooth operation of the overall program
- Collaborate with program staff to collect missing or corrected information from guests to ensure data integrity and compliance or city, state, and federal reporting
- Other duties as assigned
