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Administrative Assistant

Hundred Nights, Inc.

The mission of Hundred Nights, Inc. is to provide shelter and crisis related services to those at risk of or experiencing homelessness. Our goal is to collaborate with and educate the community to see, hear and support those among us who are equally deserving of dignity but who currently lack the means to live independently. Our vision is a community whose members, regardless of means, are equally valued and supported.

The Hundred Nights Shelter provides emergency overnight shelter to people experiencing homelessness, on a year-round basis. Currently, between May 1st and October 31st there are 24 beds available, using only our own facility on Lamson St. When Covid happened in 2020, we lost our other 24 November to end of April beds in the two churches that had been providing the space. Ultimately, we purchased a coach bus that had previously been converted into a sleeping coach to use as a shelter starting on December 31, 2020. The bus was parked in the parking lot across from the Shelter and slept up to 12 people a night, who go into the bus at 8:30 pm, sleep until 7 am and then go to the larger Resource Center/Day Shelter space for parts of the day. Hundred Nights will probably need to use the bus again this coming winter, as our new facility will not be completed before March, 2023. We will not have hotel rooms this coming winter as the funding is gone. This will leave us with 36 beds for this winter.

Every night people are welcomed in. A brief one-on-one intake interview is conducted, forms are filled in and copies are made of ID’s, if available. Information is distributed about local services available such as meals and food boxes, laundry, counseling services, showers, clothing and other resources. People are asked if they need assistance in applying for or setting up an appointment for Medicaid, Food Stamps, Keene Human Services, SCS Programs like WIC or Fuel Assistance, housing, Safe-Link phones, eye exams and eyeglasses. An appointment is scheduled with the Case Manager for an initial meeting. There are lockers and totes that are assigned to people if they would like to store some of their belongings. If a family with children is in need of shelter the Hundred Nights staff will make every attempt to find them open beds in a Family Shelter; in the event that all Family Shelters are full, Hundred Nights will take them in if we have space, and their room is one that will lock from the inside.

Guests come into the dormitory style shelter with bunks for the night at 6:30 pm and must leave at 7 am, except for the families with children who are able to stay inside during the day. There are staff people who are awake all night at all shelter locations, including on the bus, which has only been used for males.

Between January 1 and December 31, 2021 there were 233 unduplicated people who received a total of 12,104 bed-nights of shelter, due to the fact that we had more beds open year round because of health and safety concerns during covid. Services were provided to a diverse group that included 156 males and 77 females, 13 Veterans, 26 children under the age of 18, 19 Youth between ages 18 and 24, and 26 people over the age of 55. 56% of the total number of guests had $0 income, while an additional 40%  were at 100% of the Federal Poverty Level in terms of income.

The Open Doors Resource Center (RC) exists to connect people to one another and to the resources available in our community which they may need. It is also a safe and dry place to be between 7:00 am and 6:30 pm (for those who sleep in the shelter) or 8:30 pm (for those on the bus between November 1 and April 30) for those at risk of or experiencing homelessness. While the RC is open there is access to hot or cold beverages, daily breakfast and lunch, weekend dinners, laundry facilities with advance sign ups, a phone, fax or computer to use, a job board, a mailing address to pick up mail and use to procure an ID if needed, companionship, newspapers and books. Previous to Covid 19 many volunteers came in to hold classes, help write resumes, provide free haircuts, and hold a dental health day once a month – we hope to restart those soon. Personal care items such as toothbrushes and toothpaste, shampoo and conditioner, feminine hygiene products, deodorant, soap and clothing such as coats, hats, gloves, shoes, backpacks, pants and shirts are donated and available to guests in need. Referrals are made to other agencies and programs such as The Community Kitchen, Monadnock Family Services, Cheshire and/or Keene Housing, Southwestern Community Services, Veterans Services, federal, city and town welfare officers, the Saturday lunch program and showers at the Salvation Army, etc. Assistance is provided through our Case Manager, to any RC guest to get and help fill in applications for services such as housing, security deposits and subsidies, eye exams and glasses through the Lion's Club, Food Stamps, Medicaid, Safe-Link phones and ID's. Often to get an ID, guests will first need assistance getting a birth certificate and/or social security card, which sometimes requires financial help from the Resource Center. There is also a small fund available to help with prescriptions for antibiotics.

Between January 1 and December 31, 2021 there were 435 unduplicated people who visited the Resource Center a total of 15,981 times. This diverse group was made up of 301 males, 135 females, 22 Veterans, 29 children under the age of 18, 30 Youth between the ages of 18 and 24, and 60 adults over the age of 55. 57% of the total number of guests had $0 income, while an additional 36% were at 100% of the Federal Poverty Level in terms of income.

 


This position reports to: Executive Director

Purpose: To support the daily operations of a non-profit organization

Employee Status: Non-exempt full-time hourly

Benefits Package: We offer a benefit package including a SIMPLE IRA, paid holidays, paid sick time, dental and health insurance and paid time off. 

Essential Functions:

Administrative Support

○      Perform some basic bookkeeping tasks: preparing and making bank deposits, entering information about donations in to Little Green Light Database, preparing and gathering copies of paid invoices and checks for the bookkeeper, assisting with preparation for annual audit

○      Maintain inventory of office, food service and cleaning supplies; order items when needed (includes getting inventories from Shelter Intake and Resource Center Managers and ordering those supplies)

○      Help to Recruit and Supervise volunteers with organization of storage rooms, cleaning, running errands, meal prep and more

○      Print agendas, minutes and other documents for Board of Directors’ meetings

○      File documents in office as needed and maintain filing cabinet organization

○      Serve as one of the first points of contact for the organization whether by phone, email or in person

○      Manage a database of donors, donations, volunteer hours and in-kind goods and services

○      Maintain temperature charts of the pantry, freezer and refrigerator and complete monthly food inventories for the USDA

○      Foster collaborative environment and encourage teamwork with volunteers, guests and staff

○      Participate in staff events/meetings as requested

 

Special Events and Community Relations

○      Coordinate and manage the Hundred Nights booth/tabling at community events as needed

○      Assist with scheduling tours and field trips as needed

○      Assist with coordinating Hundred Nights events logistics as needed

○      Assist with donor communications, including newsletters, appeal and thank you letters

○      Coordinate bulk mailings

○      Maintain organizational archives

 

Qualifications:

●      Minimum two years related experience (nonprofit experience a plus)

●      Proficiency with Microsoft Office

●      Knowledge of database entry helpful

●      Ability to multitask and prioritize in a dynamic work environment

●      Strong attention to detail and ability to work as a team member with minimal supervision

●      Solid written and oral communication skills, as well as excellent phone manner

●      Ability to develop effective work plans, organize details, set priorities and meet deadlines

Requirements:

Essential Skills and Experience:

·       Excellent oral and written communication skills.

·       Ability to problem solve and multi-task while maintaining accuracy and deadlines.

·       Working knowledge of office equipment, computer systems, and common business-related software.

·       Ability to interact with staff, vendors, and the public in a professional manner.

·       Ability to adapt to new and emerging technology commonly utilized in an office environment.

·       Proficiency in Microsoft Office and comfort with learning new technology such as Little Green Light.

·       2-3 years of experience in administrative position appreciated but not required.

·       Willing to attend off-hours events on occasion.

.       Other things as needed, ie making food boxes for people in need.

Physical Requirements:

·       Ability to use office equipment, including entering information into data systems.

·       Ability to communicate in a clear and professional manner.

·       Ability to lift up to 10 pounds on a regular basis.

Responsibilities:

Administrative Support

○      Perform some basic bookkeeping tasks: preparing and making bank deposits, entering information about donations in to Little Green Light Database, preparing and gathering copies of paid invoices and checks for the bookkeeper, assisting with preparation for annual audit

○      Maintain inventory of office, food service and cleaning supplies; order items when needed (includes getting inventories from Shelter Intake and Resource Center Managers and ordering those supplies)

○      Help to Recruit and Supervise volunteers with organization of storage rooms, cleaning, running errands, meal prep and more

○      Print agendas, minutes and other documents for Board of Directors’ meetings

○      File documents in office as needed and maintain filing cabinet organization

○      Serve as one of the first points of contact for the organization whether by phone, email or in person

○      Manage a database of donors, donations, volunteer hours and in-kind goods and services

○      Maintain temperature charts of the pantry, freezer and refrigerator and complete monthly food inventories for the USDA

○      Foster collaborative environment and encourage teamwork with volunteers, guests and staff

○      Participate in staff events/meetings as requested

 

Special Events and Community Relations

○      Coordinate and manage the Hundred Nights booth/tabling at community events as needed

○      Assist with scheduling tours and field trips as needed

○      Assist with coordinating Hundred Nights events logistics as needed

○      Assist with donor communications, including newsletters, appeal and thank you letters

○      Coordinate bulk mailings

○      Maintain organizational archives

How to Apply:

Submit a letter of interest and resume via email to hundrednightsinc@gmail.com.  No phone calls please.

Applications will be accepted until the position is filled.

Hundred Nights, Inc. is an Equal Opportunity Employer. We seek a broad and diverse pool of candidates and strongly believe that our organization benefits from the perspectives and talents of a diverse staff.

Salary Type: Hourly
Salary Minimum: 18.00
Salary Maximum 20.00
Job Location:

Keene

Date Added: August 5, 2022

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