Program Assistant

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.

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 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

United 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.