Under the direction of the Operations Manager, the Program Assistant is responsible for enhancing organizational support of 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 the overall operation of programs to best serve veterans and their families.
FLSA Classification: Non-Exempt
Responsibilities:
For Program Assistants of all U.S.VETS Programs:
Responsible for overseeing and maintaining central databases of client and program information and ensures compliance with grant-mandated system to include Microsoft Excel, HMIS, MyCaseRecords, and QuickBooks.
Supports Case Management department in maintaining files, preparation for audits, and correction of any deficiencies
Collects and tracks program rents to include providing receipts to clients, maintaining rent calculation worksheets and waivers, and providing reports to Case Management and Managers
Maintains petty cash accounts, tracks distribution of funds, allocates expenses, submits reimbursement request reports, reconciles account, and assists with petty cash audits, prepares weekly petty cash reports, and monitors outstanding balances to be reimbursed
Collects, reconciles, tracks, and deposits any other site cash accounts, money orders, and checks such as donations received or site store cash
Monitors and maintains supply inventory, coordinates purchases with approval, submits purchase orders, allocates expenses, and monitors vendor balances
Coordinates with Program staff to submit requests for supportive service funds to meet client needs
Assists with accounting functions and coordinates with Accounts Payable to ensure all deposits and expenses are documented, coded and submitted in a timely manner
Assists in maintaining and compiling data for grant applications, reports, budget tracking, and billings
Assists & coordinates with Development & Activities Coordinator in recording cash and in-kind contributions and maintaining database of contributors for mailings and solicitations to support programs
Assists with coordinating volunteer activities & potential volunteer projects
Assists in the planning of annual and other periodic events for donors, partners, clients, and staff
Coordinates shipping and post office mailings and tracks receipt of products and donations
Assists with program-specific activities as needed such as client screenings, assessment for eligibility, intake documentation, and orientation
Assists with human resources activities to include posting positions, pre-screening candidates, scheduling interviews, coordinating orientation and training, and tracking evaluation and eligibility dates
Assists supervisors with coordinating staff training and ensuring proper payroll allocations
Assists with maintaining Operations Manual and regular review and update of program and organization policies
Provides direct and confidential support to management, staff members, and interns
Other duties and special projects as assigned
Additional Program-Specific Duties:
U.S.VETS has various programs in which a Program Assistant may be assigned to or work with to include Supportive Services for Veteran Families or Permanent Housing that may have additional program-specific duties as outlined below:
For Program Assistants working with the SSVF Program:
May report directly to the SSVF Team Leader or the SSVF Coordinator
Performs screening process and assessment for client eligibility for Support Services for Veteran Families Program.
Assists with client intake interview process for Supportive Services for Veteran Families Program when needed.
Responsible for compiling fund requests, submitting for payment, distribution of payment, and tracking of Temporary Financial Assistance
Additional Site-Specific Duties:
For U.S.VETS locations, to include Phoenix, in which this position performs Program Assistant duties part-time and Program Data/Intake Specialist duties part-time, this position will also perform the following Data/Intake Specialist functions:
The Program Data/Intake Specialist works to oversee the integrity and quality of the internal program database systems including both the MyCaseRecords system and site-specific HMIS systems and the development and completion of site level program data reports in efforts to assess trends and quality in client care. The position responds to data and intake-related assignments from the Program Manager and receives guidance and support from the National Data Specialist.
Responsibilities:
Facilitates the implementation and ongoing oversight of the MyCaseRecords (MCR) system at the site to ensure client data collection and to support case management in maintaining client care records.
Assists with client intake process and completing intake packet and data.
Performs program data entry in HMIS and internal databases for intakes and discharges for Grant & Per Diem (GPD), Emergency Housing (EH), Permanent Housing (PH), and Long-Term Supportive Housing (LTSH) program; ensures integrity of data by being the one point for all client entry and exit for information.
Collaborates with all Program Coordinators to set up and maintain an internal database for internal reporting for all programs.
Completes agency performance report monthly.
Ensures all data on all client information is maintained and updated as needed for program reporting for all programs.
Ensures all program entries, exits, and updates are completed in HMIS;
Assist in the production of client information and program data reports including monthly, quarterly, and annual reports using MCR data in addition to HMIS data.
Audits usage and data quality of the MCR system to ensure compliance to U.S.VETS data protocols and timely client care follow up.
Provides weekly/monthly or as needed reports on data quality, completeness, and integrity.
Cross references performance report with HMIS, MCR, and internal database and ensures all data matches.
Regularly audits site-specific databases and client information to ensure most updated forms and procedures are being utilized in compliance with organization and funder standards.
Assists in the implementation of data quality procedures and to provide feedback to staff regarding improving data quality to better assess program performance and ensure quality client care.
Assists all Program Coordinators with data needed for grant reporting to prepare for submission to Operations Manager for final review before submitting to funders.
Provides data reports as needed for various data inquiries such as those needed for grant applications and those requested by the National Office, Board of Directors, and other stakeholders.
Coordinate client satisfaction surveys and analysis of results with an emphasis on improving programs and services.
Assists in the development of program/client data procedures for the site.
Works with National Data Specialist with delivering training and software support to direct service staff using the MCR system.
Completes other data and related tasks as assigned.
Qualifications
Requirements:
Bachelors degree in Social Services, Accounting, Non-Profit Management or related field preferred
One year of experience in social services or related field required. Employment at U.S.VETS for at least three months may substitute for one year of experience
At least 3 years experience with HMIS data or equivalent social service performance data systems preferred
Very strong computer skills required including very strong Microsoft Office, especially Excel, and Internet browser software skills; applicants may be subject to computer skills testing
Ability to work during the day and some flexibility for evening or weekend nights
Highly organized with attention to detail
Able to work independently & responsibly
Excellent communication skills, both oral and written
Knowledge of veteran issues, homelessness, and local services a plus
Enthusiasm, Positive Attitude, Team Player, Flexibility, & Creativity
Ability to listen, take direction, and make sound decisions
Ability to organize and implement both short-term and long-term projects and programs
Seniority level
Entry level
Employment type
Full-time
Job function
Management and Administrative
Industries
Non-profit Organizations, Mental Health Care, and Hospitals and Health Care
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