Program Assistant

U.S.VETS•Kapolei, HI

4d•$23 - $23

About The Position

The Program Assistant provides administrative support for programs and site operations at a U.S.VETS location, serving veterans and their families. The role supports client record retention, rent collection and reporting, petty cash distribution and tracking, invoice reconciliation, supply ordering, event coordination, and related administrative and operational work. The position reports to the Operations Manager at the applicable site. For SSVF assignments, reporting may instead be directly to the SSVF Team Leader or SSVF Coordinator.

Requirements

One year of experience in social services or a related field; employment at U.S. VETS for at least three months may substitute for one year of experience.
Strong computer literacy and proficiency with Microsoft Office Suite applications.
Highly organized, with attention to detail.
Ability to work independently and as part of a team.
Excellent oral and written communication skills.
Ability to be proactive, flexible, and creative.
Ability to listen, take direction, and make sound decisions.
Ability to organize and implement short-term and long-term projects and programs.

Nice To Haves

Bachelor’s degree preferred.
Knowledge of veteran issues, homelessness, and local services.

Responsibilities

Maintain central databases of client and program information using Microsoft Excel, HMIS, My Case Records, and QuickBooks, in compliance with grant and funder requirements.
Support Case Management with file maintenance, audit preparation, and correction of deficiencies.
Collect and track program rents, provide client receipts, maintain rent calculation worksheets and waivers, and report on rent compliance and non-compliance.
Maintain petty cash accounts, track fund distribution, allocate expenses, submit reimbursement requests, reconcile accounts, assist with audits, prepare weekly reports, and monitor outstanding reimbursements.
Collect, reconcile, track, and deposit site cash, money orders, and checks, including donations and site store cash.
Monitor supply inventory, coordinate approved purchases, submit purchase orders, allocate expenses, and monitor vendor balances.
Coordinate with program staff to submit requests for supportive service funds to meet client needs.
Assist with accounting functions and coordinate with National Accounts Payable to ensure deposits and expenses are documented, coded, and submitted on time.
Assist with compiling data for grant applications, reports, budget tracking, and billings.
Assist the Development and Communications Manager with recording cash and in-kind contributions and maintaining the contributor database for mailings and solicitations.
Assist with coordinating volunteer activities and potential volunteer projects.
Assist with planning annual and periodic events for donors, partners, clients, and staff.
Coordinate shipping and post office mailings and track receipt of products and donations.
Assist with program-specific activities, including client screenings, eligibility assessments, intake documentation, and program orientation.
Assist with human resources activities, including posting positions, pre-screening candidates, scheduling interviews, coordinating orientation and training, and tracking evaluation and eligibility dates.
Assist supervisors with coordinating staff training and ensuring proper payroll allocations.
Help maintain the Operations Manual through regular reviews and updates of program and organization policies.
Provide direct and confidential support to management, staff members, and interns.
Perform other duties as assigned.
For SSVF assignments, screen and assess clients for program eligibility, assist with intake interviews when needed, and compile fund requests, submit them for payment, distribute payments, and track Temporary Financial Assistance.