Program Assistant

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 requirements
• Supports the Case Management department in maintaining files, preparing for audits, and correcting deficiencies
• Collects 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-compliance
• Maintains 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 reimbursement
• Collects, reconciles, tracks, and deposits site cash accounts, money orders, and checks such as donations received or site store cash
• Monitors and maintains supply inventory, coordinates approved purchases, 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 National Accounts Payable to ensure all deposits and expenses are documented, coded, and submitted timely
• Assists in maintaining and compiling data for grant applications, reports, budget tracking, and billings
• Assists 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 programs
• Assists with coordinating volunteer activities & potential volunteer projects
• Assists with event planning for 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 program orientation
• Assists with human resources activities including 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 the Operations Manual including regular reviews and updates of program and organization policies
• Provides direct and confidential support to management, staff members, and interns
• Performs 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 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