Program Assistant Phoenix

U.S.VETS•Phoenix, AZ

14d•Onsite

About The Position

Under the direction of the Operations Manager, the Program Assistant is responsible for enhancing organizational support of programs through client record retention, client program fee 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.

Requirements

Bachelor's Degree in Social Services, Accounting, Non-Profit Management or related field.
Minimum of 2 years of relevant experience may substitute for a degree.
Strong computer skills and proficiency in Microsoft Office
Highly organized with attention to detail
Able to work independently & responsibly
Excellent communication skills, both oral and written
Ability to listen, take direction, and make sound decisions
Ability to organize and implement both short-term and long-term projects and programs

Nice To Haves

Knowledge of veteran issues, homelessness, and local services a plus
Enthusiasm, Positive Attitude, Team Player, Flexibility, & Creativity

Responsibilities

Responsible for overseeing and maintaining central databases of clients and program information and ensures compliance with grant-mandated systems
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 Program staff
Collects, reconciles, tracks, and deposits any other site cash accounts, money orders, and checks such as donations received or site store revenue
Monitors and maintains supply inventory, coordinates purchases with approval, submits purchase orders, allocates expenses, and monitors vendor balances
Coordinates with Program staff for requesting supportive service funds to meet client needs
Assists with accounting functions and coordinates with Accounts Payable to ensure all deposits and expenses are submitted and posted timely
Assists with grant applications, reports, budget tracking, and billings
Assists in recording cash and in-kind contributions and maintaining database of contributors for mailings and solicitations to support programs
Coordinates shipping and post office mailings and tracks receipt of products and donations
Plans annual and other periodic events for donors, partners, clients, and staff
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 as assigned