AmeriCorps Seniors Program Assistant

The SPAN Center: Capital Area Agency on Aging; Richmond (VA); On-site; USD 42,000 - 56,000; Full time

Job summary

The SPAN Center: Capital Area Agency on Aging is seeking an administrative staff member to provide support for the AmeriCorps Seniors Foster Grandparent Program. You will maintain confidential volunteer records, process stipend hours and reimbursements, prepare timesheets, and assist with grant reporting and compliance.

Under supervision of the AmeriCorps Seniors Programs Manager, you will collaborate with the Volunteer Services Manager and maintain strong partnerships with host stations and

Qualifications

• High school diploma or equivalent required.
• Minimum five years of experience in customer service or office settings.
• Experience with records management and data entry preferred.
• Proficiency with Microsoft Office Suite and payroll tools.

Responsibilities

• Maintain accurate and confidential volunteer and host station records.
• Enter stipend hours, meal allowances, and transportation reimbursements in PayCom.
• Prepare and process volunteer timesheets and related payroll documentation.
• Track paid leave, reimbursements, and other program benefits.
• Prepare grant-related reports and manage documentation for monitoring visits.

Skills

Customer service

Recordkeeping

Communication

Attention to detail

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

PayCom

Job description

Provide administrative, programmatic, and volunteer support to the AmeriCorps Seniors Foster Grandparent Program, ensuring compliance with AmeriCorps regulations and grant requirements. Assists with volunteer recruitment, onboarding, placement, record maintenance, and stipend processing activities that support positive outcomes for children, volunteers, and host stations.Supervision:Performs work under the supervision of the AmeriCorps Seniors Programs Manager.Duties/Responsibilities:Maintains accurate and confidential volunteer and host station records in accordance with AmeriCorps Seniors regulations, federal grant requirements, and organizational policies.Enter stipend hours, meal allowances, and transportation reimbursement accurately and timely to ensure proper volunteer bi-weekly payments through PayCom.Prepare, distribute, collect, verify, and process volunteer timesheets in accordance with established payroll procedures.Track volunteer paid leave, transportation reimbursements, and other allowable benefits according to program guidelines.Assists with collection and tracking of in-kind contributions and supporting documentation for grant reporting.Maintains volunteer assignment plans, schedules, and service documentation.Assists with collection, verification, and entry of performance measure data and supporting documentation.Prepare routing program reports, spreadsheets, and supporting documentation for grant management, monitoring visits, and internal review.Monitor annual volunteer eligibility reviews, income recertifications, criminal history documentation, and other compliance requirements to ensure timely completion.Prepare training materials, presentations, handouts, attendance records, evaluations, and follow-up communications.Serve as initial point of contact for volunteers and host stations by responding to inquiries, providing information, and directing concerns to appropriate staff. Help resolve routine issues involving volunteers and host stations and escalate concerns to the Programs Manager as appropriate.Assist with volunteer recognition and appreciation events that promote engagement and retention.Assist with host station applications, agreements, assessments, and annual reviews.Works closely with the AmeriCorps Seniors Programs Manager and the Volunteer Services Manager to advance volunteerism.Supported by Volunteer Services Staff, employees will support opportunities for community volunteers to engage with appropriate aspects of their department and or program.Actively participates in staff meetings and professional development, team meetings, and training sessions to enhance knowledge and skills. Attend other appropriate meetings and trainings related to AmeriCorps Seniors and position.Participates in advocacy efforts to support and address the diverse needs of the communities we serve.Performs other duties as assigned.Knowledge, Skills, and Abilities:Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, Teams, and SharePoint.Ability to maintain confidential records and work with databases with the ability to prepare, analyze, and maintain reports.Ability to manage multiple priorities while maintaining accuracy and compliance.Strong organizational, customer service, and communication.Possess personal initiative, attention to detail, and the ability to work independently.Ability to establish and maintain effective working relationships with older adult volunteers, co-workers, host station staff, community partners, and diverse populations.Ability to resolve work related problems and knowledge of conflict management conceptsEducation and ExperienceHigh school diploma or equivalent, required.Customer service or office experience required. Minimum of five years’ experience, preferred.Physical Requirements:Prolonged periods sitting at a desk and working on a computer.Must be able to lift up to 15 pounds at times.Special Requirements:Possession of a valid IDMust complete and successfully pass a National Service Criminal History Check (NSCHC) as required by AmeriCorps Seniors for all grantee staff one day prior to start date. NSCHC includes National Sex Offender Public Website (NSOPW) check, FBI fingerprint-based check, and any required state criminal history checks.