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This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:
- Virginia Retirement System (VRS)
- Language Incentive
- Referral Bonus
- Tuition Assistance Program
Description
The Homeless Services Operations & Contracts Coordinator provides program administration, operational coordination, and contract management support to the Office of Homeless Services (OHS). The position plays a central role in supporting daily shelter operations, coordinating hotel placements for families, supporting encampment response activities, managing OHS vendor contracts and invoicing workflows, and maintaining operational and fiscal tracking systems.
This is a non-supervisory role. The Coordinator administers programs and operational systems but does not supervise staff. All external-facing directives, vendor instructions, policy decisions, and public communications occur only at the direction of the Homeless Services Manager.
Duties include but are not limited to
1. Program Administration & Shelter Operations Coordination
• Administers daily operational tracking for all City-supported shelters, including Inclement Weather Shelter (IWS), CARITAS surge shelter, and emergency or seasonal shelters.
• Monitors nightly bed counts, utilization, Turnaway's, weather-triggered activations, and provider-reported operational issues.
• Supports implementation of Cold Weather and Winter Surge Protocols under Manager direction.
• Maintains shelter operations dashboards, trackers, and internal reporting tools.
• Documents service gaps, trends, risks, and emerging operational concerns for leadership review.
2. Financial Administration, Contracts & Procurement Coordination
• Administers all Office of Homeless Services contracts, including shelter providers, hotels, security, transportation, sanitation, food services, and emergency response vendors.
• Serves as the administrative liaison between OHS, Procurement, Finance, and vendors.
• Tracks contract scopes, terms, expiration dates, insurance, compliance requirements, and deliverables.
• Reviews invoices for accuracy, service verification, and budget alignment prior to payment submission.
• Maintains complete contract and payment documentation in accordance with City audit standards.
• Supports procurements, amendments, renewals, and emergency contracts as directed.
3. Hotel Placement Coordination & Client Navigation
• Administers hotel placements for eligible families with children in accordance with DNCS Hoteling SOPs.
• Confirms eligibility, coordinates bookings, tracks length of stay, monitors fiscal caps, and maintains placement logs.
• Serves as administrative point of contact for referrals from shelters, City leadership, Council offices, and internal partners.
• Coordinates handoffs to outreach, engagement, or case management staff for non-hotel client needs.
4. Encampment Response Administrative Support
• Provides logistical and documentation support for encampment response activities in partnership with the HOPE Unit and OHS staff.
• Maintains centralized tracking of encampment locations, outreach efforts, safety considerations, and follow-up actions.
• Ensures documentation reflects trauma-informed, service-first engagement standards.
5. Reporting, Data Management & Operational Support
• Maintains internal trackers for shelter operations, contracts, hotel placements, referrals, encampments, and vendor coordination.
• Prepares internal reports, dashboards, budget summaries, and executive briefings for leadership.
• Supports winter shelter planning, surge readiness, and daily operational coordination under Manager direction.
6. Communications & Interdepartmental Coordination (By Delegation)
• Drafts shelter-related operational communications, talking points, and internal informational materials as assigned.
• Distributes shelter opening/closing notifications, holiday schedules, and emergency updates as directed.
• Coordinates with DNCS Communications to ensure City messaging protocols are followed.
• Provides background materials and administrative support for interdepartmental and interagency coordination.
Note: No public statements, policy decisions, or external directives may be issued without Manager review and authorization.
Qualifications, Special Certifications and Licenses
Minimum Qualifications:
• Bachelor’s degree in public administration, human services, social work, business administration, or related field.
• Minimum two (2) years of professional experience in homeless services, shelter operations, government operations, contract administration, or vendor management.
• Equivalent combinations of education and experience may be considered.
Knowledge, Skills & Abilities:
Knowledge of:
• Budgeting, accounting, and fiscal tracking
• Contract administration and procurement processes
• Homeless services systems and trauma-informed practices
• Data tracking, dashboards, and performance reporting
• Microsoft Office and enterprise financial/reporting systems
Skills in:
• Program administration and operational coordination
• Contract and invoice management
• Data organization, documentation, and reporting
• Interdepartmental coordination
• Written and verbal communication
Ability to:
• Manage multiple operational systems simultaneously
• Maintain discretion with sensitive information
• Track timelines, milestones, and compliance requirements
• Identify risks and escalate issues appropriately
• Work effectively in high-pressure, emergency response environments
Working Conditions:
• Primary work location: Community Resource and Training Center (CRTC).
• Regular coordination across shelters, hotels, encampments, and partner locations.
• Evening, overnight, weekend, and emergency response work may be required during winter weather or surge events.
• Light physical work with occasional exposure to challenging environments.
Americans with Disabilities Act Requirements
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.
ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.
PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly talk, hear, see, and perform repetitive motions; and occasionally climb, stoop, crouch, reach, stand, walk, push, pull, lift, finger, grasp, and feel. The working conditions may include environmental hazards. In terms of the physical strength to perform the essential duties, this classification is considered to be light work, exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects.
* Internal use: HR Generalist to review.
Equal Employment Opportunity Statement
The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Jessica McKenzie, Human Resources Manager by email at Jessica.McKenzie@RVA.GOV.
This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.
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