Program Administrative Aide

Essential Job Duties

• Provide clerical and administrative support to the Program Dept including reception coverage, correspondence, scheduling, telephone support, record maintenance, and coordination of front office operations.
• Prepare, maintain, and secure beneficiary files and electronic databases; track file usage; prepare schedules, rosters, certificates, reports, and documentation related to program activities, case conferences, reviews, and graduations.
• Support case conferences and staff meetings through document preparation, agenda coordination, attendance, and accurate minute-taking; process discharge summaries and transmit required information.
• Aid with intake functions including application processing, required database checks, badge preparation, supervision of observed urinalysis for same-gender applicants when required, and coverage during staff absences.
• Operate and maintain office equipment; prepare work orders, supply orders, and service requests to support daily office operations.
• Perform routine accounting and financial support functions, including invoice processing, petty cash, miscellaneous income, beneficiary accounting records, food stamp controls, and bi-weekly payroll processing.
• Maintain control logs and secure handling of financial instruments and access, including food stamps, canteen cards, gratuities, credit cards, membership cards, and safe combinations.
• Perform other related program or administrative duties as assigned.

Qualifications

• Competency in MS Office, databases and accounting software
• Accuracy and attention to detail
• Ability to perform filing and record keeping tasks
• Data entry and word processing skills
• Well organized
• High School diploma
• Associates degree or relevant certification is a plus
• California Drivers License
• Ability to maintain strict confidentiality and adhere to all HIPAA (or relevant privacy) regulations, Salvation Army policies, and applicable laws
• Strong interpersonal, verbal, and written communication skills