Office Manager ERAP/HPP

Catholic Charities; San Francisco (CA); On-site; USD 36,000 - 52,000; Full time

Job summary

This role emphasizes accuracy, confidentiality, and cross‑program collaboration. You will ensure fiscal tracking, compliance with contracts and funder requirements, and effective communication with landlords, vendors, and partners while supporting program leaders to deliver services efficiently and with trauma-informed professionalism.

Qualifications

• Proficiency in Microsoft Office, including database management and reporting.
• Ability to prioritize tasks and manage multiple priorities in a fast-paced environment.
• Strong organizational and communication skills, with attention to confidentiality.

Responsibilities

• Manage day-to-day administrative operations for the programs.
• Serve as central administrative resource for program leadership and staff.
• Maintain organized program, vendor, and administrative files following policies and confidentiality requirements.
• Develop and maintain office procedures, systems, tracking tools, forms, and workflows.
• Coordinate office space, equipment, supplies, technology, mail, deliveries, and other needs.
• Prepare agendas, materials, minutes, reports, and follow-up items.

Skills

Microsoft Office

Database management

Documentation

Job description

The Homeless Prevention Program, and CCSF Emergency Rental Assistance Program (ERAP), provide coordinated services and resources to individuals and families experiencing or at risk of homelessness in San Francisco. Programs may provide rental assistance, housing stabilization services, landlord mediation, referrals to legal and tenancy services, short-term case management, coordinated access, and connections to community resources. The Office Manager is responsible for the day-to-day administrative and operational functions supporting these programs. The position provides administrative leadership and coordination to ensure efficient office operations, accurate documentation and data management, timely processing of financial and program-related transactions, effective communication, and compliance with agency and funder requirements. The Office Manager works closely with Program Managers, Program Director, program staff, finance, human resources, information technology, vendors, and external partners to support program operations and service delivery. The Office Manager is responsible for cross-program coordination and administrative consistency. The position requires a high level of organization, confidentiality, attention to detail, independent judgment, and the ability to manage multiple priorities in a fast-paced, client-centered environment. The Office Manager is a senior administrative and operations position responsible for coordinating and overseeing day-to-day administrative functions. This position does not have direct supervisory responsibility for staff.

Salary: $31.95 per hour

Location: On site 5 days a week

• Manage the day-to-day administrative operations of the Homeless Prevention Program, and CCSF ERAP
• Serve as a central administrative resource for program leadership and staff.
• Maintain organized and accessible program, vendor, and administrative files in
• accordance with agency policies and applicable confidentiality requirements.
• Develop and maintain office procedures, administrative systems, tracking tools,
• forms, and workflows to improve program efficiency.
• Coordinate office space, equipment, supplies, technology, mail, deliveries, and
• other operational needs.
• Maintain an inventory of office supplies and equipment and coordinate ordering and
• Coordinate office maintenance and communicate facility or technology needs to
• Coordinate master calendars, meetings, staff schedules, trainings, events, and
• other program activities.
• Prepare agendas, meeting materials, minutes, reports, and follow-up items as
• requested.
• Provide administrative support to Program Managers and Directors on special
• projects and operational initiatives.

Homeless Prevention & Housing Program Support

• Provide administrative support for rental assistance, information and referral.
• Support Clients with application process.
• Assist staff with tracking client assistance, program activities, documentation, and
• required follow-up.
• Support the timely collection, organization, and maintenance of documentation
• required for client assistance and program compliance.
• Coordinate with program staff regarding outstanding documentation, deadlines,
• payments, and other administrative requirements.
• Maintain tracking systems for program applications, assistance, payments,
• referrals, and other program activities as assigned.
• Support communication with landlords, vendors, community partners, and other
• stakeholders as directed by program leadership.

CCSF ERAP Administrative Support

• Provide administrative coordination and operational support for the CCSF
• Emergency Rental Assistance Program (ERAP).
• Assist with tracking applications, eligibility documentation, rental assistance,
• payments, program milestones, and outstanding items.
• Ensure program records and supporting documentation are organized and
• maintained according to contract and agency requirements.
• Assist program leadership with monitoring deadlines and deliverables associated
• with CCSF ERAP.
• Prepare and maintain tracking reports and spreadsheets related to program
• performance, client assistance, expenditures, and administrative activities.
• Support the preparation of documentation for monitoring visits, audits, funder
• reviews, and contract reporting.
• Communicate with internal departments and external partners regarding
• administrative and documentation requirements.

Administrative Responsibilities

• Process and code invoices, bills, purchase requests, and other financial
• documents in accordance with agency procedures.
• Obtain required approvals and submit documentation to Accounts Payable in a
• timely manner.
• Track program expenditures, fees, purchase orders, and other financial activity as
• assigned.
• Maintain administrative and fiscal tracking spreadsheets and reconcile information
• as needed.
• Communicate with vendors regarding invoices, account status, services, and
• Maintain documentation necessary to support financial and program audits.

Communication & Customer Service

• Serve as a professional and welcoming point of contact for clients, staff, landlords,
• vendors, community partners, and visitors.
• Respond to routine administrative questions and direct complex inquiries to the
• appropriate staff member.
• Communicate clearly and respectfully with individuals from diverse backgrounds
• and with varying levels of access to resources.
• Maintain a client-centered, trauma-informed, culturally responsive, and
• professional approach in all interactions.
• Handle sensitive and confidential information with discretion.
• Address routine administrative problems independently and elevate issues
• appropriately.

Other Duties

• Work during days/hours most useful to support program and management needs.
• Participate in staff meetings, trainings, community meetings, and agency activities
• as required.
• Provide cross-program administrative coverage and support when needed.
• Assist with special projects and other duties as assigned by program leadership.
• Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

Knowledge, Skills & Abilities:

• Proficiency in Microsoft Office, in particular, Microsoft Database management including
• writing queries, form development and integration of reports with other applications
• Sensitivity to the resident population, including the ability to understand and follow oral
• and written directions and work cooperatively in a team environment
• Sensitivity to dually diagnosed population with the ability to respond skillfully and within
• Ability and willingness to work during days/hours most useful to support management
• Ability to prioritize tasks, strong organizational skills, and an ability to work independently
• Skills in typing, word processing, and office management
• Excellent communication and organizational skills
• Able to listen actively and communicate effectively with individuals and groups and be
• sensitive to the client population, organize own work, and follow through independently .
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in cross-cultural situations.

Prerequisites Required Prior to the First Day of Employment:

TB Screening -

Negative Tuberculosis Test: N/A

First Aid

Certificate: Required

• Frequent bending, standing, stooping, kneeling, reaching, twisting, and walking.
• Frequent lifting, pushing, and pulling.
• Frequent repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• Driving is not required for this position.

If driving a car is required for the position, incumbent must have a valid California driver's license and be able to provide proof of DMV record and personal insurance (if required.)

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

In accordance with the requirements of title II of the Americans with Disabilities Act of 1990 ("ADA"), Catholic Charities SF does not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities. Furthermore, Catholic Charities SF does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under title I of the ADA

CATHOLIC CHARITIES IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER and is committed to providing equal employment without regard to race, color, creed, religion, national origin, ancestry, age, sex, sexual orientation, gender identity, legal domicile status, veteran status, disability or AIDS/HIV status or any other characteristic protected under federal or state law.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.