Operations Clerk

Position Title:
Operations Clerk

Status:
Full Time

Supervised by:
Site Manager

Primary Purpose

The Operations Clerk performs essential administrative functions to ensure smooth daily operations at the shelter. This position serves as the administrative backbone of the facility, managing communications, financial transactions, office systems, and operational coordination to support effective service delivery to program participants.

Key Responsibilities:

• Answer and transfer telephone calls and take accurate messages
• Sort and distribute incoming mail and send outgoing mail
• Sort mail, distribute to proper mailboxes, and hand out mail to participants
• Schedule appointments and receive customers or visitors professionally
• Provide general information to staff, participants, and the public
• Prepare correspondence, emails, and other communications for the Site Manager and/or the Housing Director
• Type, format, and edit routine memos and reports
• Copy, file, and update paper and electronic documents
• Prepare and process bills and other office documents
• Collect information and perform data entry accurately
• Maintain organized filing systems for easy retrieval
• Collect program fees and other program income
• Keep and update financial records with accuracy
• Produce spreadsheets and explain program fees to participants when needed
• Manage all office supplies and inventory
• Check inventory records for accuracy
• Keep records of items, equipment, and purchase orders that have been ordered, installed, or terminated
• Order supplies as needed to maintain adequate stock levels
• Maintain contact with vendors to ensure supplies and equipment are shipped on time
• Report equipment malfunctions and request service
• Manage the flow of information, work, and materials within or among offices
• Maintain Repair/Request Log for Maintenance, Grounds, and Security
• Maintain incoming provider/visitor sign-in sheets
• Coordinate and maintain schedules for facilities’ usage
• Report to Site Manager on work progress and any production problems
• Perform other duties as assigned.

Required Qualifications

• High School Diploma or GED equivalent
• 1-2 years administrative experience and/or training, OR equivalent combination of education and experience
• Valid Hawaiʻi driver’s license
• Ability to pass criminal background checks and drug screening

Physical Requirements

Approximately 25% of time requires:

• Bending, reaching, lifting or moving up to 25 pounds
• Working outdoors occasionally
• Driving to various locations
• Working evenings and weekends as needed
• Potential exposure to blood, bodily fluids, chemicals, and toxic fumes

Essential Skills & Knowledge

• Ability to work under supervision and function as an effective team member
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and prioritize effectively
• Professional telephone etiquette and customer service skills
• Ability to read, comprehend basic instructions, short correspondence, and memos in a professional manner
• Ability to present information professionally in one-on-one and small group situations to participants, guests, and staff members
• Strong written and verbal communication abilities
• Proficiency with Microsoft Outlook, Excel spreadsheet, and Word processing
• Knowledge of Internet Explorer and basic computer operations
• Ability to learn and use office equipment including copiers, printers, and phone systems
• Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals
• Understanding of homelessness issues and ability to work with individuals and families in a shelter program
• Ability to work in a diverse community with strong knowledge of the community
• Sensitivity and professionalism when interacting with vulnerable populations

Job Type: Full-time

Pay: $16.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location:

In person