JOB POSTING: Social Services Coordinator

Principal Function:

The Social Services Coordinator is responsible for promoting the success of social service programs by coordinating and leading special projects and initiatives with various groups, individuals, program participants and their family members, community organizations, school personnel, news media, the general public, and other stakeholders within the Community Development Department for the City of Hammond, and all other duties as assigned.

Essential Duties and Responsibilities:

Duties include, but are not limited to:

• Plans, develops, and implements programs and services to meet social services needs within the City of Hammond.
• Ensures that verbal and written communications about the City of Hammond reflect its mission and goals.
• Assists with processing requests for Rental Assistance in accordance with Housing and Urban Development (HUD) guidelines.
• Participates in Continuum of Care (CoC) meetings with stakeholders, including individuals with lived experience, government officials, and service providers, to strategize on ending homelessness. Coordinates and manages the annual homeless Point in Time count and all related project tasks.
• Works with the Finance Manager in the Planning & Development Department to implement and maintain financial records of all projects and programs.
• Collects and analyzes census data.
• Researches new federal and Indiana state community and redevelopment programs, policies, and funding.
• Maintains project schedules and meets established deadlines.
• Monitors and participates in the daily workflow of tasks within the department.
• Assists, develops, reviews, and analyzes monthly reports submitted by social service agencies for compliance to budgetary and programmatic requirements and objectives of the various projects to ensure contract compliance, makes onsite visits to assess effectiveness of individual projects, and writes and submits monthly performance monitoring reports, as needed.
• Provides technical assistance to project sponsors in physical design and implementation procedures and may assist in project analysis and funding recommendations based on the evaluation of performance and relevant data.
• Explains and interprets community development programs, policies, and activities to recipients and stakeholders.
• Maintains files for all federal, state, and local requirements including: 24 CFR, as it pertains to the Community Development Block Grant (CDBG) program, HOME Investment Partnership Program (HOME), environmental, social, and governance (ESG) guidelines, and any and all requirements regarding labor standards and equal opportunity regulations.
• Conducts onsite contractor interviews and monitors federal requirements of the Davis Bacon Act and labor standards.
• Approves all payments to vendors and contractors, as needed.
• Compiles and maintains Integrated Disbursement and Information System (IDIS) and the Homeless Management Information System (HMIS) statistical and narrative reports from operating agencies relative to beneficiaries of programs and activities.
• Knowledge of FileMaker Pro financial system.
• Assist in all aspects of the City of Hammond AARP community engagement activities, both virtual and in-person, including event planning, coordinating with community partners, and prepping event materials.
• Conduct research on policy issues and best practices to draft documents to support our outreach and advocacy implementation efforts, participate in team meetings and strategy discussions, and collaborate in communication tactics, including direct communications to partner organizations. Support with the coordination of volunteer correspondence. Provide outstanding customer service, be an enthusiastic professional, and build relationships with internal and external partners.
• Assists potential applicants in obtaining applicable housing rehabilitation assistance through the Basement Backflow and emergency Programs, prepares all relevant documents, agreements, and contracts.
• Assists potential applicants in obtaining applicable housing rehabilitation assistance through the Ramp Assistance and Long tread Riser steps Program, prepares all relevant documents, agreements, and contracts.
• Coordinates and organizes the annual volunteer awards breakfast and Reverend Dr. Martin Luther King Jr. Celebration.
• Stays abreast of new trends and innovations in the area of community development to better the efforts within the Planning & Development Department.
• Inputs data into the HEROS system to complete environmental data for agencies and homes that receive funding using CDBG and HOME dollars.
• Communicates with and between all city offices/departments, and Director, as needed.
• Attends all meetings, conferences, training sessions, etc., as required by the City of Hammond and the department.

Competencies:

To perform this job successfully, all employees at the City of Hammond should demonstrate the following competencies:

• Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Public Service – Responds to requests for service and assistance; Manages difficult or emotional situations focusing on listening without interrupting and keeping one’s emotions under control; Solicits feedback to improve service.
• Professionalism – Tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views and is willing to try new things; Gives and welcomes feedback from team members; Contributes to building a positive team spirit; Puts success of team above own interests; Builds morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Oral and Written Communication – Speaks clearly and persuasively in positive and negative situations; Listens and gets clarification; Responds well to questions verbally and in a written format; Writes clearly and informatively and edits work for spelling and grammar; Reads and interprets written information; Presents numerical data effectively, as required by the job.
• Organizational Support – Follows policies and procedures; Completes the essential duties and responsibilities of the job correctly and on time; Maintains confidentiality and meets commitments, as required; Supports affirmative action and respects diversity; Participates in meetings; Supports the municipality’s goals and values; Positively represents the municipality when engaged in outside activities.

Job-related Competencies

To perform this job successfully, employees in this job should demonstrate the following competencies:

• Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected events.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Education and/or Experience:

High school diploma or general education degree (GED); and a Bachelor’s degree (B.S./B.A.) in social work, public policy, social services, or related field is required; and three years related experience and/or training; or equivalent combination of education and experience is required. Previous community service experience in a municipality or government-related job is required.

Other Skills and Abilities:

The following skills and abilities are either required or desired.

• Computer software skills required include: Microsoft Outlook, Word, Excel, and PowerPoint.
• The ability to learn office and municipality-specific software within a reasonable timeframe is desired.
• A basic understanding of community development principles, theories, and practices as well as knowledge of current planning practices, is required.
• A basic understanding of both federal and Indiana laws as they relate to community development, housing and urban development (HUD), and related reporting is required.
• A comprehensive understanding of grants, the grant process, and how they relate to federal and Indiana law and reporting is required.
• A comprehensive understanding of City of Hammond policies and procedures as they relate to community development is required.
• A comprehensive understanding and knowledge of accounting and budgeting principles and practices and report writing, while paying close attention to detail is required.
• A comprehensive understanding and knowledge of purchasing processes and procedures is required.
• A comprehensive knowledge of all municipal operations within the City of Hammond is required.
• A working knowledge of Community Development Department policies, procedures, standards, internal controls, and work methods and the ability to enforce them is required.
• Familiarity with vendors associated with the Community Development Department is desired.
• The ability to supervise and coordinate the activities of others, including neighborhood associations, is required.
• The ability to maintain and cultivate positive relationship with the public, vendors and other City of Hammond departments is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to multi-task and work in a fast paced environment while providing exceptional customer service is required.
• The ability to recognize confidential information and to keep that information confidential as required by state statutes and internal office processes, procedures, and guidelines is required.
• The ability remain current with all required licenses, certifications and in-service requirements is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, calculator, and other office equipment is required.
• The ability to speak, read and write in English is required. Spanish is desired.

Physical Demands:

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

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand; walk; and taste or smell. In addition, the employee is occasionally required to climb or balance; and stoop, kneel, crouch, or crawl. The employee is frequently required to move up to 25 pounds and may use a cart, dolly, or other assistive device.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is frequently exposed to working near mechanical parts and electrical shock when working with office equipment. The employee is occasionally exposed to outdoor weather conditions when traveling to meetings and events. The noise level in the work environment is usually quiet to moderate.

The Community Development Department is open from 8:30 a.m. to 4:30 p.m., Monday through Friday, and this job may require work beyond these hours and on the weekends and on holidays, as needed. The employee will be required to drive City of Hammond vehicles or their own vehicle to meeting and events. Thus, a valid driver’s license is required and the employee must be able to be insured by the city.