Office Manager ERAP/HPP

Catholic Charities•San Francisco, CA

1d•Onsite

About The Position

The Office Manager supports the day-to-day administrative and operational functions of the Homeless Prevention Program and the CCSF Emergency Rental Assistance Program (ERAP), which provide coordinated services and resources to individuals and families experiencing or at risk of homelessness in San Francisco. The role provides administrative leadership and coordination to support efficient office operations, accurate documentation and data management, timely processing of financial and program-related transactions, effective communication, and compliance with agency and funder requirements. The Office Manager works with program leadership and staff, finance, human resources, information technology, vendors, and external partners, and supports consistency across programs. This senior administrative and operations position does not have direct supervisory responsibility for staff. The role maintains office systems, records, calendars, supplies, equipment, and workflows; supports program and client-assistance documentation and tracking; coordinates administrative requirements for CCSF ERAP; processes and tracks financial documents and expenditures; and serves as a professional point of contact. Interactions should be client-centered, trauma-informed, culturally responsive, confidential, and respectful. The position is on site five days a week, with workdays and hours arranged to best support program and management needs.

Requirements

Proficiency in Microsoft Office, particularly Microsoft database management, including writing queries, developing forms, and integrating reports with other applications.
Sensitivity to the resident population and ability to understand and follow oral and written directions and work cooperatively in a team environment.
Sensitivity to a dually diagnosed population and ability to respond skillfully within a team treatment plan.
Ability and willingness to work during days and hours most useful to support management.
Ability to prioritize tasks, strong organizational skills, and ability to work independently.
Skills in typing, word processing, and office management.
Excellent communication and organizational skills.
Ability to listen actively and communicate effectively with individuals and groups, organize work, and follow through independently.
Ability to deliver culturally competent services and work effectively in cross-cultural situations.
Fingerprints are required before the first day of employment.
A First Aid certificate is required before the first day of employment.

Responsibilities

Manage day-to-day administrative operations for the Homeless Prevention Program and CCSF ERAP, and serve as a central administrative resource for program leadership and staff.
Maintain organized and accessible program, vendor, and administrative files in accordance with agency policies and confidentiality requirements.
Develop and maintain office procedures, administrative systems, tracking tools, forms, and workflows.
Coordinate office space, equipment, supplies, technology, mail, deliveries, maintenance, and other operational needs; maintain inventory and arrange ordering and replenishment.
Coordinate master calendars, meetings, staff schedules, trainings, events, and other program activities; prepare agendas, meeting materials, minutes, reports, and follow-up items as requested.
Provide administrative support to Program Managers and Directors on special projects and operational initiatives.
Support rental assistance, information and referral, and clients with the application process; assist staff with tracking client assistance, program activities, documentation, and follow-up.
Collect, organize, and maintain documentation required for client assistance and program compliance; coordinate with staff about outstanding documentation, deadlines, payments, and administrative requirements.
Maintain tracking systems for program applications, assistance, payments, referrals, and other activities; support communications with landlords, vendors, community partners, and stakeholders as directed.
Coordinate administrative and operational support for CCSF ERAP, including tracking applications, eligibility documentation, rental assistance, payments, program milestones, and outstanding items.
Maintain ERAP records and supporting documentation according to contract and agency requirements; help leadership monitor deadlines and deliverables.
Prepare and maintain tracking reports and spreadsheets concerning program performance, client assistance, expenditures, and administrative activities; support documentation for monitoring visits, audits, funder reviews, and contract reporting.
Process and code invoices, bills, purchase requests, and other financial documents; obtain approvals and submit documentation to Accounts Payable in a timely manner.
Track program expenditures, fees, purchase orders, and other financial activity; maintain fiscal and administrative spreadsheets and reconcile information as needed.
Communicate with vendors about invoices, account status, services, and payment questions; maintain documentation supporting financial and program audits.
Serve as a professional and welcoming point of contact for clients, staff, landlords, vendors, community partners, and visitors; respond to routine administrative questions and direct complex inquiries appropriately.
Communicate clearly and respectfully with people from diverse backgrounds and varying levels of access to resources; handle confidential information discreetly and address routine administrative problems independently, escalating issues when appropriate.
Work during days and hours most useful to program and management needs; participate in meetings, trainings, community meetings, and agency activities as required.
Provide cross-program administrative coverage and support, assist with special projects, and perform other duties as assigned by program leadership.