Lead Bin Runner

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary

Behind every housing placement, every filled shelter bed, and every participant connected to services is a system that makes the work possible. The Lead Bin Runner for the Programs Department is an important part of that system. This role helps make sure the processes, records, and daily workflows that support Hope the Mission’s programs run smoothly and accurately.

This position provides administrative, financial, and data support to the Programs Department, including the Deputy Chief Programs Officer, Senior Directors, Program Directors, and the Vice President of Mission & Impact. The work supports several areas of the organization, including Access & Engagement, Housing Services, and Interim Housing programs. The Administrative Assistant helps connect headquarters with program sites by managing financial paperwork, helping maintain compliance documents, supporting HMIS data entry and tracking, and handling daily administrative tasks that allow frontline teams to focus on serving participants.

This role requires someone who understands that strong administrative work is essential in a human services organization. It is not just office work—it directly supports the mission. When records are accurate, financial processes are handled on time, and systems are organized, programs can operate more effectively. When programs run well, participants can move more quickly toward stable housing.

Role and Responsibilities

Departmental Administration

• Provides comprehensive administrative support to the Chief Deputy Program Officer, Senior Directors, Program Directors, and the Vice President of Mission & Impact

• Coordinates calendars, schedules meetings, and manages administrative priorities across the Programs Department

• Prepares correspondence, internal communications, and program-related documentation

• Serves as the primary administrative liaison between headquarters and program sites, ensuring consistent communication and follow-through on shared priorities

Financial Administration

• Processes and tracks receipts, check requests, invoices, spenddown spreadsheets, and program-related expenditures in coordination with Finance and program leadership

• Supports Financial Assistance processes for Housing Services and Access & Engagement programs, including organizing required documentation and maintaining accurate tracking records

• Manages Uber transportation accounts for program participants, coordinating scheduling as requested and processing monthly billing

• Assists with purchase requests, vendor coordination, and expense tracking to support day-to-day program operations

Compliance and Data Support

• Provides data entry and administrative support to programs utilizing HMIS, including report preparation and coordination with program staff

• Maintains organized electronic and physical filing systems in compliance with internal standards and funder requirements

• Supports program leadership in preparing documentation for audits, monitoring visits, and internal reviews

• Ensures administrative records are accurate, current, and aligned with program standards and funder requirements

Additional Responsibilities

• Coordinates administrative needs across Housing Services, Access & Engagement, and Interim Housing program areas as assigned

• Supports special projects, reporting cycles, and departmental initiatives as directed

• Primarily based at headquarters, with occasional travel to program sites as needed

• Performs other duties as assigned

Skills & Competencies

• Strong organizational and time-management skills

• High attention to detail and accuracy, especially with financial documentation

• Ability to manage multiple priorities and deadlines

• Strong written and verbal communication skills

• Proficiency in calendar management, office programs and administrative coordination

• Ability to work collaboratively across departments and leadership levels

• Comfort working with data systems and tracking tools

Qualifications

• Associate’s degree or equivalent experience in administrative support roles preferred

• Minimum two (2) years of administrative experience, preferably in nonprofit or human services settings

• Experience supporting leadership teams and managing confidential information

• Proficiency in Microsoft Office Suite and Google Workspace

• Ability to learn and navigate HMIS or similar data systems

• Experience with financial documentation, expense tracking, or invoice processing preferred

Mandatory Requirements

• Background Screening – Employment is contingent upon the successful completion of background checks as required per worksite.

• Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.

• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.

• Legal Eligibility to Work – Maintain proof of legal authorization to work in the US.

• Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

Physical, Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as

files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of the

spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing.

Work Environment

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training.

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.

Job Description Acknowledgement

By way of my signature below, I acknowledge that I have reviewed the job description and understand that the job description is representative of the job requirements, but not limited to the points in the job description. I understand questions about the job description or requirements should be directed to my immediate supervisor or the Human Resources Department. I understand the requirements and work environment conditions as described.