Veterans Programs Admin Specialist

U.S.Vets; Street (MD); On-site; USD 30,000 - 34,000; Full time

Job summary

U.S. VETS in California is seeking a Program Assistant to provide administrative support for site programs, including client record retention, rent collection, petty cash tracking, invoice reconciliation, supply ordering, event coordination, and aiding overall site operations.

The role requires strong computer literacy with Microsoft Excel, HMIS, My Case Records, and QuickBooks, plus a 4-year degree, excellent communication, and the ability to work independently or with a team.

Qualifications

• One year of experience in social services or related field; Bachelor’s degree preferred
• Employment at U.S. VETS for at least three months may substitute for one year of experience
• Strong computer literacy and proficiency in using applications in the Microsoft Office Suite
• Highly organized with attention to detail
• Ability to work independently and within a team
• Excellent communication skills, both oral and written
• Ability to be proactive, flexible, and creative
• Ability to listen, take direction, and make sound decisions
• Ability to organize and implement both short-term and long-term projects and programs
• Knowledge of veteran issues, homelessness, and local services a plus

Responsibilities

• Maintains the central databases of client and program information through Microsoft Excel, HMIS, My Case Records, and QuickBooks ensuring compliance with grant and funder requirements
• Supports the Case Management department in maintaining files, preparing for audits, and correcting deficiencies
• Collects and tracks program rents including providing receipts to clients, maintaining rent calculation worksheets and waivers, and providing reports to appropriate departments on rent compliance and non-compliance
• Maintains petty cash accounts, tracks distribution of funds, allocates expenses, submits reimbursement request reports, reconciles accounts, assists with petty cash audits, prepares weekly petty cash reports
• Collects, reconciles, tracks, and deposits site cash accounts, money orders, and checks such as donations received or site store cash
• Monitors and maintains supply inventory, coordinates approved purchases, submits purchase orders, allocates expenses, and monitors vendor balances
• Coordinates with program staff to submit requests for supportive service funds to meet client needs
• Assists with accounting functions and coordinates with National Accounts Payable to ensure all deposits and expenses are documented, coded, and submitted timely
• Assists in maintaining and compiling data for grant applications, reports, budget tracking, and billings
• Assists the site’s Development and Communications Manager by recording cash and in-kind contributions and maintaining the database of contributors for mailings and solicitations to support programs
• Assists with coordinating volunteer activities & potential volunteer projects
• Assists with event planning for annual and other periodic events for donors, partners, clients, and staff
• Coordinates shipping and post office mailings and tracks receipt of products and donations
• Assists with program-specific activities as needed such as client screenings, assessment for eligibility, intake documentation, and program orientation
• Assists with human resources activities including 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 the Operations Manual including regular reviews and updates of program and organization policies
• Provides direct and confidential support to management, staff members, and interns
• Performs other duties as assigned

Skills

Organizational skills

Communication skills

Teamwork

Proactive

Attention to detail

Independent work

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

HMIS

My Case Records

QuickBooks

Job description

U.S. VETS in California is seeking a Program Assistant to provide administrative support for site programs, including client record retention, rent collection, petty cash tracking, invoice reconciliation, supply ordering, event coordination, and aiding overall site operations.

The role requires strong computer literacy with Microsoft Excel, HMIS, My Case Records, and QuickBooks, plus a 4-year degree, excellent communication, and the ability to work independently or with a team.