Program Assistant

The Program Assistant reports to the Operations Manager at the applicable U.S.VETS site and is responsible for administrative support of site programs through activities such as client record retention, client rent collection and reporting, petty cash distribution and tracking, invoice reconciliation, supply ordering, event coordination, and aiding in overall site operations to best serve veterans and their families. FLSA Classification: Non-exempt Responsibilities Maintains the central databases of client and program information through Microsoft Excel, HMIS, My Case Records, and QuickBooks ensuring compliance with grant and funder requirementsSupports the Case Management department in maintaining files, preparing for audits, and correcting deficienciesCollects and tracks program rents including providing receipts to clients, maintaining rent calculation worksheets and waivers, and providing reports to appropriate departments on rent compliance and non-complianceMaintains petty cash accounts, tracks distribution of funds, allocates expenses, submits reimbursement request reports, reconciles accounts, assists with petty cash audits, prepares weekly petty cash reports, and monitors outstanding balances needing reimbursementCollects, reconciles, tracks, and deposits site cash accounts, money orders, and checks such as donations received or site store cashMonitors and maintains supply inventory, coordinates approved purchases, submits purchase orders, allocates expenses, and monitors vendor balancesCoordinates with program staff to submit requests for supportive service funds to meet client needsAssists with accounting functions and coordinates with National Accounts Payable to ensure all deposits and expenses are documented, coded, and submitted timelyAssists in maintaining and compiling data for grant applications, reports, budget tracking, and billingsAssists the site’s Development and Communications Manager by recording cash and in-kind contributions and maintaining the database of contributors for mailings and solicitations to support programsAssists with coordinating volunteer activities & potential volunteer projectsAssists with event planning for annual and other periodic events for donors, partners, clients, and staffCoordinates shipping and post office mailings and tracks receipt of products and donationsAssists with program-specific activities as needed such as client screenings, assessment for eligibility, intake documentation, and program orientation Assists with human resources activities including posting positions, pre-screening candidates, scheduling interviews, coordinating orientation and training, and tracking evaluation and eligibility datesAssists supervisors with coordinating staff training and ensuring proper payroll allocationsAssists with maintaining the Operations Manual including regular reviews and updates of program and organization policiesProvides direct and confidential support to management, staff members, and internsPerforms other duties as assigned Additional Program-Specific Duties U.S. VETS has various programs in which a Program Assistant may be assigned to or work with including the Supportive Services for Veteran Families (SSVF) or Permanent Housing programs that have additional program-specific duties outlined as follows: For Program Assistants working within the SSVF Program:May report directly to the SSVF Team Leader or the SSVF CoordinatorPerforms screening process and assessment for client eligibility for Support Services for Veteran Families ProgramAssists with client intake interview process for Supportive Services for Veteran Families Program when neededResponsible for compiling fund requests, submitting for payment, distribution of payment, and tracking of Temporary Financial Assistance Qualifications Requirements One year of experience in social services or related field; Bachelor’s degree preferredEmployment at U.S. VETS for at least three months may substitute for one year of experienceStrong computer literacy and proficiency in using applications in the Microsoft Office SuiteHighly organized with attention to detailAbility to work independently and within a teamExcellent communication skills, both oral and writtenAbility to be proactive, flexible, and creativeAbility to listen, take direction, and make sound decisionsAbility to organize and implement both short-term and long-term projects and programsKnowledge of veteran issues, homelessness, and local services a plus