Program Assistant

USVETS Washington D.C. • Full-time • Washington, District of Columbia, United States • $21 - $27 / hour • 1d ago

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

Requirements

One year of experience in social services or related field; Bachelor’s degree preferred
- Employment at U.S. VETS for at least three months may substitute for one year of experience
Strong computer literacy and proficiency in using applications in the Microsoft Office Suite
Highly organized with attention to detail
Ability to work independently and within a team
Excellent communication skills, both oral and written
Ability to be proactive, flexible, and creative
Ability to listen, take direction, and make sound decisions
Ability to organize and implement both short-term and long-term projects and programs
Knowledge of veteran issues, homelessness, and local services a plus

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