Client Intake / Administrative Assistant

About Swords to Plowshares

Founded in 1974, Swords to Plowshares is a community-based not-for-profit organization that provides counseling and case management, employment and training, housing, and legal assistance to veterans in the San Francisco Bay Area. We promote and protect the rights of veterans through advocacy, public education, and partnerships with local, state, and national entities. Believing that war causes wounds and suffering that last beyond the battlefield, our mission is to support veterans as they navigate the challenges of post-military life, and to prevent and end veteran homelessness through wrap-around care and informed advocacy. To learn more about Swords to Plowshares, please visit our website at www.swords-to-plowshares.org .

Job Title: Client Intake / Administrative Assistant

Location: 330 Franklin Street, Oakland, CA

Schedule (Days and Hours): Monday-Friday 8:30am-4:30pm

Reports to: Community Engagement Liaison

Reporting Type: In-person

Employment Type: Non-exempt, Full-time

Salary: $28.63 per hour/ $59,550.40 annually

Summary:

The Client Intake Specialist will support the East Bay Service Center by handling the office flow, assisting with intakes, performing program data reporting, and program support-related activities. This position to Deputy Director of East Bay Programs.

Responsibilities:

• Provide Front Desk reception and intake to program participants
• Assist with daily preparation of activities for the drop-in center including preparation of food and coffee
• Answer telephones and direct calls to appropriate staff
• Sort and file incoming mail and distribute to appropriate departments and clients
• Provide information about the organization and referral to outside agencies & organizations
• Assist with Intake paperwork and requests for documents
• Opening and closing of the lobby; Ensuring the safety of clients and staff while in the lobby
• Maintain and update web-based client management database- (ECM & HMIS Clarity) for program activities
• Perform other tasks (i.e. Wellness Week and other events) as delegated by the Community Engagement Liaison
• Must be able to carry out the essential duties of the position within what can be considered reasonable accommodation
• Order office supplies
Other duties as assigned

Desired Qualifications:

Experience:

• Excellent customer service skills
• Excellent organizational and time management skills
• Detail-oriented, proactive and collaborative problem-solver
• Ability to follow through on assigned tasks
• Proficient written and oral communication skills
• Ability to work in a team environment and meet regularly with appropriate staff to provide participant data status updates
• Flexibility and willingness to perform multiple jobs in a work environment with changing priorities
• Must possess computer proficiency in Microsoft Office Suite, general web-based applications and Internet search engines
• Must be able to communicate effectively with a variety of personalities and be comfortable working with an at-risk client population, including embracing the agency’s Cultural Humility Initiative
Employee must be able to perform all essential job requirements and responsibilities within what would be considered reasonable accommodation

Education:

• Two-year college degree or equivalent combination of education and/or work experience
Translatable military experience and skills may be alternatively substituted

Comprehensive Benefits Package:

Employees who are regularly scheduled to work 20 hours or more per week are eligible for all benefits.

• 100% employer sponsored medical, vision, acupuncture, and dental coverage. Swords to Plowshares covers partial dependent coverage cost. (Agency paid annual medical deductible paid via Navia HRA Card)
• Employee Assistance Program: 20 mental health counseling appointments available to all employees, regardless of Full-time status, at no cost to employees.
• 403(b) retirement plan immediate enrollment
• Generous annual paid time off

• 10 sick days
• 13 holidays
• 17 vacation days in the first year & progressive afterwards

• Access to third party legal benefits, employee discount program, pet insurance, and Commuter Benefit.
1-hour paid lunch period, professional development reimbursements, and annual education allowance available to all employees.

*Employees who work on-call, in a temporary position, or less than 20 hours per week regularly are only eligible for our Employee Assistance Program, paid lunch hour, and San Francisco sick time. Vacation and sick time are pro-rated based upon full-time equivalent percentage.

Organizational Values Statement of Intent:

Swords to Plowshares is fully committed to the ongoing work of upholding our values and fostering a supportive culture for all staff and veteran clients . For us, this is a process and not a destination. We embrace the principles of cultural humility to create spaces where all people feel welcome, heard, and valued.

We stand against injustice and discrimination of all kinds. We understand that the veteran community encompasses a multitude of identities, and we believe that our staff and board should as well. We encourage applications from all qualified individuals.

Equal Employment Opportunity Statement:

At Swords to Plowshares, we believe in creating an inclusive and welcoming environment for all. We are proud to be an Equal Employment Opportunity employer and do not discriminate against any employee or applicant based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or status as a protected veteran. We are committed to compliance with all state and local laws governing nondiscrimination in employment.

We are dedicated to affirmative action and providing equal employment opportunities for everyone. We strive to ensure that all individuals—regardless of race, color, religion, sex, national origin, disability, or veteran status—are treated fairly and have access to the same opportunities in alignment with federal regulations (Executive Order 11246, Section 503 of the Rehabilitation Act of 1973, and the Vietnam Era Veterans' Readjustment Assistance Act of 1974).

If you need assistance or accommodation due to a disability, please don’t hesitate to reach out to us at employeesupport@stp-sf.org. We’re here to help.