PERSONNEL


STANDARD #1

Table of Organization of Staff

Position Descriptions

SUPERVISORY ORGANIZATIONAL CHART
Effective 1/6/92

Administrative Staff
EXECUTIVE DIRECTOR - Barbara Poppe

ASSOCIATE DIRECTOR - O'Vell Harrison

OFFICE MANAGER - Maria Taylor

HUMAN RESOURCES COORDINATOR - Duane Jager

FISCAL MANAGER - Mary Fulmer

Shelter Staff
Program Director - O'Vell Harrison

DSIII SUPERVISORS - Martha Edwards. Kark Grant. me McMillion

 

DIRECT SERVICE I

MENTAL HEALTH LIAISONS (2) - Shari Lymon, Vacant

DSII VOLUNTEER & DONATIONS COORDINATOS - Kem Evans

BUILDING & GROUNDS SUPERVISOR - Dan Doyle

Solutions & Possibilities Staff

PROGRAM DIRECTOR - Jerome McGhee

PROGRAM ASSISTANT - Vanitia Turner

Employment Connections Staff

Program Director - Barbara Poppe

SPECIAL PROJECTS COORDINATOR - Nancy Nikiforow

SOCIAL SERVICES SUPERVISOR - Carol White

CASE MANAGERS - Dana Stewart. Judy Penn. Janet Callison

EDUCATION COORDINATOR - Kristine Rose

PLACEMENT SPECIALIST - Rob Coffee

PLACEMENT ASSISTANT - Dwayne Coleman

Housing Staff

Program Director - Nancy Nikiforow

PROPERTY MANAGER - Sharon Dickens

SOCIAL SERVICES SUPERVISOR - Carol White

CASE MANAGERS - Victor King, Janet Callison, Dana Stewart

Program Advisor - Barbara Poppe

Administrative Support Staff

Supervisor - Maria Taylor

ADMINISTRATIVE ASSISTANTS

Transitional Services - Kimm Ratcliff

Emergency Services - Robyn Richards

Notes:

ALL CAPS = POSITION TITLE

Other = Program responsibilities

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FRIENDS OF THE HOMELESS, INC.
POSITION DESCRIPTION

EXECUTIVE DIRECTOR

A. PRIMARY PURPOSE OF THE POSITION

To develop, plan, implement and manage services and facilities for homeless persons in Central Ohio, carrying out the mission of the agency as defined by the Board of Trustees. To manage programs and lead staff in daily activities and long-term plans for the agency. To maintain sound financial practices including fundraising, budget development and implementation.

B. QUALIFICATIONS

This position requires excellent leadership and program planning skills with proficiency in social service administration, communication, public relations, fundraising, and media work. Strong financial management skills, an understanding of social issues impacting people who are homeless, and an ability to develop effective intervention strategies are also required.

These skills may be acquired through completion of a master's degree program in social work or business administration, or through administrative management and advocacy experience in a non-profit social service agency.

C. PRINCIPAL ACCOUNTABILITIES

1. Program development (10%) Oversee and develop all agency programs and facilities, including emergency, supportive and transitional services for the homeless.

2. Fund raising (40%) Investigate funding opportunities, write or supervise the writing of grant proposals, and direct other funding initiatives in conjunction with the Board.

3. Staff supervision and development (10%) Responsible for maintaining staff for all agency services and programs within positions authorized by the Board. Lead the management team in selecting candidates, providing in-service training and on-going supervision for all staff.

4. Budget controls and financial reporting (15%) Work with the finance committee to present a balanced budget for Board approval. Assure compliance with approved budgets. Account for all fiscal, professional, and volunteer services and assure accurate reporting procedures for all projects and programs.

5. Policy and procedure development and implementation (10%) Develop and implement agency policies in conjunction with the Board and administrative staff. Maintain a complete and accurate collection of all policies approved by the Board as well as all administrative procedures which may not require Board approval. Assure agency functioning in compliance with agency policy.

6. Community Relations (10%) Represent the agency to the public and on community coalitions and councils. Present seminars, speeches, and offer interviews to the media on the issue of homelessness. Link with city, state, and national efforts in the field. Educate homeless individuals about the services that are available to them in central

Ohio. Inform the public about the real causes and complications of homelessness. Recruit and effectively utilize volunteers.

7. Legal affairs (5%) Sign contracts as authorized by the Board. Assure compliance with all contracts. Maintain all agency records in compliance with Board approved budgets and policies.

D. ORGANIZATIONAL RELATIONSHIP:

The Executive Director reports directly to the Board of Trustees, and serves at the pleasure of the Board. All other staff report directly or indirectly to the Executive Director. The following positions presently report directly to the Executive Director: Associate Director, Executive Assistant, Office Manager, Special Projects Director, Education Coordinator, Employment Coordinator.

E. DIMENSIONS:

Agency staff size: 40 full-time
5 part-time
45 total staff

Annual budget: $1.2 million

Primary service programs:
Emergency shelter
Substance abuse recovery
Education, training, and employment
Transitional housing
Permanent housing with supportive services

Hours: 40 hours per week minimum, as needed to fulfill duties

F. SUPERVISION RECEIVED

Supervision is provided primarily by the officers of the Board: President, Vice President, Treasurer and Secretary. These individuals are available for consultation on an ongoing basis. It is the goal of these officers that the Executive Director will meet monthly with the President and Vice President for monitoring the agency's state of affairs, current goals and recent achievements.
The Executive Director will also work with each of the committees of the Board as needed, seeking advice and support from committees for unusual or difficult developments requiring attention, and giving direction or assistance to committees as requested.

G. EVALUATION:
Formal evaluation of the Executive Director shall be done at least annually by the Personnel Committee of the Board.

H. COMPENSATION:

Salary and benefits commensurate with skills and experience.

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FRIENDS OF THE HOMELESS
POSITION DESCRIPTION
DIRECT SERVICE I

QUALIFICATIONS:

1. Associate Degree in human service field or equivalent work/life experience.

2. Previous experience with homeless and low income people preferred.

3. Good oral and written communication skills.

4. Ability to work effectively in an environment which is often stressful.

5. Sensitivity to the needs of people experiencing a crisis.

RESPONSIBILITIES;

1. Provide hospitality to shelter residents by:

a. create/maintain an atmosphere of respect, trust, calm and safety
without the use of physical force.

b. facilitate access to food, personal hygiene supplies, telephones.

c. maintaining a clean environment by overseeing completion of chores.

d. supervise residents to ensure that program guidelines and procedures are respected.

2. Serve as Direct Service contact person for assigned residents:

a. orient new residents following proper procedures;

b. provide information and referral to agency and community services, and assist in development of personal goals, if requested by resident;

c. maintain at least weekly contact and offer support as needed;

d. discuss extension and re-entry procedures with resident to determine his/her plan;

e. present resident update and request for extension as appropriate at staff meetings;

f. address other staff concerns regarding behavior and progress toward goals with resident;

g. serve as liaison for direct service with other agency program staff.

3. Interact with volunteers and outside agencies in a helpful and respectful manner.

4. Communicate appropriately with staff through use of logs, files, and reports. Full-time staff are required to also attend bi-weekly staff meetings.

5. Complete other shift responsibilities as assigned by procedures and/or shift supervisor.

6. Observe code of ethics.

Reports directly to the Direct Service Supervisor or designated shift leader.

4/29/91




BETHANY HOUSE SERVICES
CINCINNATI, OHIO

JOB DESCRIPTION

POSITION TITLE: Executive Director

POSITION PURPOSE:

This position is accountable for the overall operation of Bethany House Services in provision of emergency shelter services, transitional housing and other assistance programs for homeless women and children. These services and programs are offered as a ministry to be carried out within a defined philosophy of Christian compassion and empowerment as established by the Board of Trustees and so stated in the Mission Statement of the organization.

DIMENSIONS:

Annual Operating Budget $600,000
Personnel 26

NATURE AND SCOPE:

This position reports directly to the Board of Trustees. The incumbent is in regular contact with all members of the internal staff. Board of Trustees, volunteers, administrative staff of other social service and governmental agencies, individual, corporate and -organization benefactors and represents Bethany House Services to the public at large.

This position has major challenges in the following areas:

Developing and directing programs that can meet the needs of shelter guests and program participants who are experiencing multi-faceted problems in securing basic necessities related to housing and financial resources.

Maintaining a staff capability to function consistently and effectively in an environment with frequent unexpected crises 24 hours a day, seven days a week.

Securing on-going funding for continued operation of the organization.

Expanding public awareness and support to meet the needs of people who are homeless and/or living in poverty.

The incumbent must have the proficiency and experience to direct a staff and service programs which require human relation skills, sensitivity to person in crises, commitment to overcome adversities in securing justice for the underserved and disenfranchised, the ability to direct the staff as a team and work cooperatively within a network of services to the homeless. A Master's degree in Social Work or related field is required.

The incumbent spend significant time planning and directing the programs and staff of the organization. The operating budget and major organizational policies are developed jointly with administrative staff and approved by the Board of Trustees. The position carries the authority to make operating decisions with reporting responsibility to the Board of Trustees on significant matters and activities.

PRINCIPAL ACCOUNTABILITIES:

1. Manage all aspects of Bethany House Services to assure provision of shelter, advocacy, transitional housing and other assistance programs through empowerment and in a cost effective manner.

2. Assure that through a process of shared dialogue with staff. Board and volunteers, all Bethany House Services objectives and policies are developed, implemented and communicated clearly to the appropriate parties.

3. Hire, develop and maintain a competent, highly motivated staff to insure the fulfillment of Bethany House Services mission and service programs.

4. Promote an atmosphere of hospitality that: nurtures acceptance, self-esteem and a sense of belonging, provides a structure for personal initiative and accountability and seeks to empower all persons.

5. Develop adequate operational plans and institute appropriate controls to assure judicious use of personnel, financial and facility resources.

6. Report the programmatic and financial performance of-Bethany House Services to the Board of Trustees and provide staff support to the Board.

7. Develop and implement, with Board director and participating, a strategic plan to further the mission of Bethany House Services and its involvement in meeting the needs of homeless families and persons living in poverty.

8. Provide leadership and support of the Bethany House Services team committed to fulfilling the mission of Bethany House Services in an atmosphere of hospitality that seeks to empower all persons.

9. Represents Bethany House Services locally, regionally and on the national level in promoting Bethany House Services and in development of programs and legislative advocacy to serve the homeless people.

6/90




BETHANY HOUSE SERVICES
CINCINNATI, OHIO

JOB DESCRIPTION

POSITION TITLE: Shelter Advocate

POSITION PURPOSE:

This position is accountable for coordinating with each shelter guest the individual action plan of personal goal setting related to obtaining necessary community resources and relocation to permanent, affordable housing.

DIMENSIONS:

Supervises a caseload of six to ten guests.

NATURE AND SCOPE:

This position reports directly to the Executive Director along with the Assistant Director, Outreach and Transitions Director, Finance Manager, Fund Developer, Administrative Secretary.

This position is in regular contact with the guests, all staff members, case workers and staff of social service agencies, and other groups working with the homeless.

The position has major challenges in the following areas:

Conveying a welcoming, helpful response to those seeking assistance and shelter from Bethany House.

Serving as the direct link with Bethany House Services Shelter guests to assist them in securing housing and the resources they need for themselves and their children.

Promoting the mission of Bethany House Services and expanding programs to meet the needs of the homeless.

The position requires practical experience in human services, basic counseling skills and an ability to work cooperatively in a network of services for the homeless. Commitment to and involvement in programs related to securing justice for the underserved are essential factors in fulfilling the requirements of this position. A Bachelor's degree in social services or related field is preferred.

The incumbent has the authority to accept new guests and counsel/direct the guests during their stay at Bethany House Services Shelter. The shelter advocate works under minimum supervision, consulting with the Executive Director regarding special concerns and difficult situations with guests.
The incumbent spends the major portion of time working individually with guests to facilitate their efforts to resolve their immediate problems and secure housing.

PRINCIPAL ACCOUNTABILITIES:

1. Counsel and direct the individual guests in developing and implementing an action plan of personal goal setting to secure community resources, obtain permanent, affordable housing and begin re-establishing a pattern of self-sufficiency for themselves and their children.

2. Maintain awareness regarding current availability of housing and procedures to access other basic resources.

3. Provide guests with transportation and guest relocation funds as appropriate.

4. Communicate with other staff members to convey information in timely manner concerning guests and other house matters to assure continuity of services.

5. Work with the Outreach staff on follow-up contacts with former guests to further enhance their own self-development and living situation

6. Share in the 24 hour "On Call" schedule of Bethany House Services Shelter.

7. Participate in the Greater Cincinnati Coalition for the Homeless and in community activities related to the shelter ministry such as presentation of the ministry before groups, correspondence with legislators and government representatives urging support of programs that address the needs of the homeless, etc.

8. Serve as a member of the Bethany House Services ministry team committed to fulfilling the mission of Bethany House in provision of emergency shelter for women and their children in an atmosphere of hospitality that seeks to empower all persons.

9. Perform other duties as assigned by the Executive Director.




 

 JOB DESCRIPTION

 2.6.3

POSITION TITLE: House Manager

POSITION PURPOSE:
This position is accountable for overseeing the operation of the house particularly as it pertains to supervising guests, receiving new guests and assuring that the house schedule and policies are carried out. The house managers also perform specific functions as assigned, such as purchasing of supplies and food, planning of meals, coordination of linen services. etc.

DIMENSIONS:
While on duty, the house manager is responsible for the guests and house activities and initiates follow-up communication or action necessary to' provide continuity between shifts and with other Bethany House staff members.

NATURE AND SCOPE:

This position reports directly to the Coordinator of House Services along with the Food Service staff, Maintenance staff and Volunteers.

This position is in regular contact with all members of the internal staff and volunteers. The incumbent deals directly with guests and handles all incoming telephone calls, and ordinarily handles initial requests for shelter.

The position has major challenges in the following areas:

Presenting a welcoming, helpful response to those seeking assistance or shelter.

Obtaining information from the prospective guest relative to the person's circumstances in order to determine the appropriateness of accepting or declining the request for shelter.

Coordinating with the Shelter Advocates, acceptance of guests and referral of persons to other resources as appropriate.

Supervising current guests to see that they meet their schedules, observe house policies and procedures and perform house tasks assigned to them.

Preparing of meals in the absence of the food service staff.

The incumbent must have good judgment and experience in working with groups of people in order to effectively supervise Bethany House guests and activities while on duty, handle emergencies, resolve minor difficulties and seek assistance when appropriate.

The duties of the House Manager vary with the shifts.


For example:

Day shift - handling incoming calls, welcoming and orienting new guests, monitoring guests' schedules and house assignments.

Evening shift - supervising evening meal with guests, coordinating evening activities, securing the house for the night.

Night shift - maintaining house security, cleaning areas not assigned to house guests, assuring that laundry and other house cleaning duties have been completed.

PRINCIPAL ACCOUNTABILITIES:

1. Coordinate daily activities of Bethany House to assure that services for guests are provided in a timely and appropriate manner.

2. Maintain ongoing awareness of pertinent house matters
and needs of guests through regular review of house log, guests files, other communications and staff meetings in order to maximize service capability.

3. Organize shift duties to handle incoming calls in a helpful manner making referral to other resources when appropriate, taking pertinent information to determine acceptance of guests in consultation with shelter advocate or director as needed, provide welcome and orientation for new guests, and handle all other matters that occur on the shift.

4. Supervise guests, in collaboration with shelter advocates, to assure fulfillment of house policies and assignments.

5. Initiate communication and follow-up action for continuity of operations and availability of services and supplies.

6. Maintain the house in a clean, orderly and safe condition.

7. Supervise volunteers assigned perform duties within the scope of house manager responsibilities or special projects under the direction of the house manager.

8. Serve as a member of the Bethany House ministry team committed to fulfilling the mission of Bethany House in provision of emergency shelter for women and their children in an atmosphere of hospitality that seeks to empower all persons.

9. Perform other duties as assigned such as purchasing of supplies or food, planning of meals, coordination of linen services, etc.

3/7/88




CASE MANAGER

REQUIREMENTS: Minimum of Associate's Degree in related field with two years' work experience. License required.

BASIC FUNCTION OF THE POSITION: The Case Manager provides needs assessment and appropriate referral service directly to incoming guests of the Hotel and works in cooperation with other staff members to place guests in alternative shelters or refer to appropriate agencies. The Case Manager also develops and writes plans for programs that will impact the homeless cycles, giving priority to women and children.

A. GENERAL RESPONSIBILITIES:

1. Supervision of support staff and volunteers as necessary.
2. Participation in formulation of Hotel policies and procedures.
3. Participation in goal setting, planning and evaluation processes convened by Director.
4. Attendance at weekly staff/managers' meetings.
5. Participation in continued professional development as befits the position.
6. Public relations appearances as coordinated with Director.

B. SPECIFIC RESPONSIBILITIES:

1. Interviewing incoming guests to ascertain immediate shelter needs.
2. Complete goal oriented service plan with measurable objectives.
3. Maintain up-to-date file record on each client interviewed.
4. Refer guests to appropriate shelter and/or agency.
5. Coordinate activities during particular shift with guest attendants on duty.
6. Develop and maintain lists of alternative shelter resources.
7. Set up appointments for guests at various agencies.
8. Coordinate sheltering, feeding and transporting overflow women and children.
9. Oversee emergency overflow accounts such as Yellow Cab, motel reimbursement, RTA tokens, restaurant charges.
10. Coordinate sheltering overflow men during winter months.
11. Develop programs and contingency plans to deal with various situations that change and effect the Hotel's population, such as time changes and extreme weather.
12. Develop and utilize forms that will facilitate procedures.
13. Supervise assigned volunteers and practicum students.
14. Maintain accurate and complete records and reports.

LINE OF AUTHORITY

The Case Manager is responsible to and reports to the Executive Director. Assigned volunteers and practicum students report to Case Manager.

BASIS OF EVALUATION
Evaluation will be based on the fulfillment of the previously stated responsibilities as they reflect the goals of the St. Vincent Hotel. Other factors to be taken into consideration in this evaluation are the quality of hospitality extended to guests, the spirit of cooperation with other members of the staff and the volunteers.

Evaluation will be conducted annually by the Executive Director.

Decision of compensation will ordinarily be reviewed annually.




HOUSE MANAGER

REQUIREMENTS: Bachelor's Degree in related field preferred. Associate Degree and/or equivalent life and work experiences acceptable if applicant meets all other criteria for carrying out the mission of the Hotel.

BASIC FUNCTION OF THE POSITION: The House Manager supervises and coordinates the activities of the core staff, support staff, student interns and volunteers in providing services to the guests of the St. Vincent Hotel. He or she also oversees the Student Intern Program and the referral of guests to social service agencies. In addition to these duties, he or she also provides direct service to guests.

A. GENERAL RESPONSIBILITIES:
1. Supervision of support staff and volunteers as scheduled.
2. Participation in formulation of Hotel policy and procedures.
3. Participation in goal setting, planning, and evaluation processes convened by Director.
4. Chairs the weekly staff meetings.
5. Participation in continued education and professional development, as befits the position.
6. Conducting tours of Hotel.
7. Public Relations appearances at churches, schools and community groups as coordinated through Executive Director.
8. Maintenance of safety and order within facility and immediate surroundings.
9. Upkeep and cleanliness of facility including maintenance of hygienic standards.
10. Establishment and maintenance of good rapport with neighbors.

B. SPECIFIC RESPONSIBILITIES:
1. Staff Coordination
a. Coordinates training of core staff in guest care procedures.
b. Supervision of security service and night clerks.
c. Supervision of work and ministry development of student interns.
d. Assisting Director in staff hiring.
e. Developing agenda and convening meetings of core staff.
f. Meeting periodically with the Director to review overall operation of Hotel.

2. External Community Liaison
a. Coordinating contact of core staff with all emergency, medical and mental health agencies working with guests.
b. Being available to media for public relations, keeping the Director advised.
c. Maintaining contact with sponsoring institutions for student interns.

3. Supervision of Division
a. Maintaining order among guests within facility and immediate surroundings.
b. Responsible for the daily phone-in registration 3:00 - 4:00 PM.
Also responsible for the daily discharge of guests.
c. Assigning beds and dispensing pajamas and toilet articles to guests.
d. Supervision of volunteers, security service, and night clerks on shift and on scheduled weekends.
e. Awakening guests and serving breakfast.
f. Remaining overnight at Hotel for on-call duty when scheduled.
g. Cleaning dining room nightly.
h. Setting up emergency beds in winter.
i. Making sure all guests are out of building by 7:00 AM.
j. Knowing and following written first-aid instructions for guests.

4. Individual Guest Care
a. Referral of guests to appropriate social service providers (e.g. out-placement specialist, meal sites, day time mental health programs, etc.)
b. Accompanying guests to social service agencies as necessary and appropriate.
c. Assisting guests in completing forms required for needed services.
d. Providing individual counsel for guests.
e. Monitoring length of guests* stays and granting extensions as warranted during the time the Hotel is operating on Summer Hours.
f. Making placement of overflow guests.
g. Writing clothing vouchers for guests during 9:00 to 11:00 AM shift.

Line of Authority:

The House Manager is responsible to and reports to the Executive Director. Student interns, security service personnel, night clerks and Diversion workers are accountable to and report to the House Manager. Core staff are accountable to the House Manager for direct services to guests. Volunteers on his/her shift report to the House Manager.

Decision Making Authority

The House Manager is responsible for the overall operation and implementation of policies of house management at the Hotel, directing staff, volunteers, and student interns as necessary. He/she is also responsible for supervision of respective division, admitting and rejecting guests as appropriate, and for the coordination of staff referrals of guests to community medical and mental health facilities.

Basis of Evaluation

In addition to fulfillment of the previously stated responsibilities reflecting the goals of the St. Vincent Hotel, evaluation will be based on the quality of administrative and supervisory presence to staff and volunteers, quality of hospitality extended to guests and knowledge and skill in obtaining services for guests from outside social service providers.

Evaluation will be conducted annually by the Executive Director.

Decisions of compensation and contract renewal will ordinarily be made annually.



EXECUTIVE DIRECTOR

REQUIREMENTS: Bachelor's Degree in Business Administration, Liberal Arts or Social Service field. (Some college with "equivalent life/business experience" would be acceptable if applicant meets all other criteria.)

BASIC FUNCTION OF THE POSITION: The Executive Director is responsible for the over-all administration of the St. Vincent Hotel including finances, personnel matters, new venture research and public relations.

GENERAL RESPONSIBILITIES:
1. Direction of all staff.
2. Formulation of Hotel policy and procedures.
3. Goal setting, planning and establishing evaluation processes.
4. Public relations appearances.
5. Maintenance of safety and order within facility and immediate surroundings.
6. Establishment and maintenance of good rapport with neighbors.

SPECIFIC RESPONSIBILITIES:

1. Convene weekly meetings for all managerial staff.
2. Meet weekly with Chairman of the Board.
3. Prepare and monitor annual budget.
4. Oversee transfer of funds, accounts payable and receivable.
5. Prepare and file grant applications.
6. Prepare and submit required expenditure and activity reports.
7. Prepare articles and participate in publication of quarterly news magazine for the St. Vincent DePaul Society.
8. Speak on behalf of the Hotel at churches, civic, fraternal and service organizations.
9. Speak to representatives from the media as appropriate and/or necessary.
10. Meet with donors and/or potential donors.
11. Maintain working relationship with other social service, community and governmental groups.
12. Hire and terminate personnel as necessary.
13. Administer personnel benefits and salaries.
14. Faci1itate personnel matters and problems when necessary.
15. Initiate new venture research.
16. Attend meetings, seminars and workshops as necessary.
17. Act as liaison with Board of Directors and attend quarterly meetings.
18. Negotiate contracts for services and insurance.

LINE OF AUTHORITY

The Executive Director is responsible to and reports to the Board of Directors. All Managers, the Accountant and the Administrative Assistant report to the Executive Director.

DECISION MAKINIG AUTHORITY Implements directives of Board of St. Vincent Hotel.

Decides day to day management operations within approved budgetary guidelines.
Reviews compensation and benefits guidelines with Chairman of Board prior to implementation.
Hires, dismisses and evaluates staff.

BASIS OF EVALUATION
Evaluation will be based on the fulfillment of the previously stated responsibilities as they reflect the goals of the St. Vincent Hotel.

Evaluation will be conducted annually by the Board of Directors.
Decision of compensation will ordinarily be reviewed annually.


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