Program Support Specialist

Job Duties

• Appropriately respond to phone, email or in-person inquiries and support requests from clients, visitors, and staff.
• Process mail on a daily basis, receiving and sorting mail and packages for clients and staff.
• Maintain mail for non-residential active clients upon direction of staff.
• Aid the Site Director and other program staff in assessing and meeting the needs of clients, planning appropriate services, and developing new projects, policies or procedures.
• Aid Program Managers and Site Director to accomplish health, safety and compliance reviews, reports and forms.
• Ensure personnel actions are completed accurately and timely, including time reporting for payroll, arranging interviews, and post-interview actions.
• Avoidance of errors in personnel actions, ensuring accuracy and timeliness.
• Ensure availability of training and maintenance of records for staff certifications and training required for grants and in accordance with established practice.
• Schedule training as required.
• Maintain impound account.
• Process requests for funding and write checks.
• Supervise and train staff in disbursement of checks.
• Maintain appropriate records.
• Conduct reconciliation of impound account as required (monthly).
• Ensure payments are arranged for service work and documentation is current and complete.
• Ensure Site Director and program staff is provided data for acquisition and maintenance of equipment.
• Monitor volunteer program.
• Review data on volunteer hours and assistance provided.
• Monitor orientation of clients requesting services, to include initial assessments and referrals to internal and external resources.
• Ensure data is entered into appropriate databases.
• Manage maintenance of file room, filing systems and records.
• Collect data as requested for required reports.
• Manage transportation expenditures (gas cards and bus passes).
• Monitor disbursement of gas cards and bus passes.
• Maintain records and accountability, and monitor transportation expenditures.
• Schedule and coordinate special meetings and events.
• Arrange for publicity, food, supplies, accommodations and other needed resources.
• Maintain the Nation’s Finest inventory files of equipment on site, to include warranty data, repair history, location, assigned staff accountability and other grant requirements.
• Maintain resource rooms.
• Keep materials with job leads, housing and other resources updated.
• Ensure room remains clean, neat and organized.
• Remove outdated materials.
• Log clients onto and off of resource computers in support services building.
• Maintain the electronic document system, keeping all versions up to date.
• Create new documents and edit/update old documents as directed.
• Conduct data entry into databases (CalOms, VVC, HMIS, SmartWare).
• Maintain and retrieve client files and documents.
• Obtain estimates for needed supplies and equipment as directed, and process Disbursement Expense Vouchers (DEV’s) according to VVC policy.
• Order client and staff supplies, and maintain accurate records for processing.
• Maintain basic inventory of needed items.
• Order military service records.
• Maintain copies and spreadsheet to include the date ordered, requestor and date received.

Required Job Skills

• Ability to work with diverse people, including those with physical and mental health disabilities or with addiction and recovery issues, conveying a sense of welcome and helpfulness to them.
• Excellent verbal and written communication skills.
• Advanced computer skills, to include of MS Word, Excel, Outlook, PowerPoint and database management.
• Knowledge of the local drug and alcohol treatment system, including provider and licensing requirements.

Qualifications

• A minimum of two years’ experience working at an advanced level of office responsibility with a high degree of job independence; strong customer service and management skills.
• Veteran status desirable but not required.
• Candidate must possess reliable transportation.