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Company Name : United States Veterans Initiative
Location : Kapolei, HI 96707
Position : Program Assistant
Job Description : Program Assistant Under the direction of the Operations Manager, the Program Assistant is responsible for enhancing organizational support of 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 the overall operation of programs to best serve veterans and their families. FLSA Classification: Non-Exempt Responsibilities: For Program Assistants of all U.S. VETS Programs: Responsible for overseeing and maintaining central databases of client and program information and ensures compliance with grant-mandated system to include Microsoft Excel, HMIS, MyCaseRecords, andQuickBooks.Supports Case Management department in maintaining files, preparation for audits, and correction of any deficienciesCollects and tracks program rents to include providing receipts to clients, maintaining rent calculation worksheets and waivers, and providing reports to Case Management and ManagersMaintains petty cash accounts, tracks distribution of funds, allocates expenses, submits reimbursement request reports, reconciles account, and assists with petty cash audits, prepares weekly petty cash reports, and monitors outstanding balances to be reimbursedCollects, reconciles, tracks, and deposits any other site cash accounts, money orders, and checks such as donations received or site store cashMonitors and maintains supply inventory, coordinates purchases with approval, submits purchase orders, allocates expenses, and monitors vendor balancesCoordinates with Program staff to submit requests for supportive service funds to meet client needsAssists with accounting functions and coordinates with Accounts Payable to ensure all deposits and expenses are documented, coded, and submitted in a timely mannerAssists in maintaining and compiling data for grant applications, reports, budget tracking, and billingsAssists & coordinates with Development & Activities Coordinator in recording cash and in-kind contributions and maintaining database of contributors for mailings and solicitations to support programsAssists with coordinating volunteer activities & potential volunteer projectsAssists in the planning of annual and other periodic events for donors, partners, clients, and staffCoordinates shipping and post office mailings and tracks receipt of products and donationsAssists with program-specific activities as needed such as client screenings, assessment for eligibility, intake documentation, and orientationAssists with human resources activities to include posting positions, pre-screening candidates, scheduling interviews, coordinating orientation and training, and tracking evaluation and eligibility datesAssists supervisors with coordinating staff training and ensuring proper payroll allocationsAssists with maintaining Operations Manual and regular review and update of program and organization policiesProvides direct and confidential support to management, staff members, and internsOther duties and special projects as assigned1Additional Program-Specific Duties: U.S. VETS has various programs in which a Program Assistant may be assigned to or work with to includeSupportive Services for Veteran Families or Permanent Housing that may have additional program-specific duties as outlined below:For Program Assistants working with the SSVF Program: o May report directly to the SSVF Team Leader or the SSVF Coordinator o Performs screening process and assessment for client eligibility for Support Services for VeteranFamilies Program. o Assists with client intake interview process for Supportive Services for Veteran Families Program when needed. o Responsible for compiling fund requests, submitting for payment, distribution of payment, and tracking of Temporary Financial AssistanceRequirements: Bachelor’s degree in Social Services, Accounting, Non-Profit Management, or related field preferredOne year of experience in social services or related field required. Employment at U.S. VETS for at least three months may substitute for one year of experienceStrong computer skills and proficiency in Microsoft Office; applicants may be subject to computer skills testingHighly organized with attention to detailAble to work independently & responsiblyExcellent communication skills, both oral and writtenKnowledge of veteran issues, homelessness, and local services a plusEnthusiasm, Positive Attitude, Team Player, Flexibility, & CreativityAbility to listen, take direction, and make sound decisionsAbility to organize and implement both short-term and long-term projects and programsUnited States Veterans Initiative is a non-profit organization whose mission is the successful transition of military veterans and their families through the provision of housing, counseling, career development and comprehensive support.Rev. 10.6.20162Job Type: Full-timePay: $19.80 – $21.50 per hourBenefits:401(k)Dental insuranceEmployee assistance programFlexible spending accountHealth insuranceLife insurancePaid time offVision insuranceSchedule:8 hour shiftMonday to FridayCOVID-19 considerations:All employees are required to wear a mask. Vaccinated employees are tested monthly, unvaccinated employees are tested weekly.Education:High school or equivalent (Preferred)Experience:Data entry: 1 year (Preferred)Microsoft Excel: 1 year (Preferred)Work Location: One location
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