General Statement of Position:

The Program Assistant is responsible for delivering superior customer experiences to Family Foundations of Northeast Florida’s clients and visitors. The Program is responsible for supporting the Program divisions within the F.R.E.E. Program (aka Financial Resilient Economically Empowered). By embodying the company’s values and leaving a positive. This includes greeting, assisting, and providing direction and information to clients, visitors, and other guests who visit the office; answering and appropriately directing all inbound calls; managing the company’s public email account and promptly responding to all inquiries or forwarding to the appropriate staff person. The Program Assistant is also responsible for supporting the programmatic areas of the organization by managing Counselor schedules; entering and processing client data, and data collection and reporting, facilitating scheduling and coordination efforts, and actively engaging with clients and the community payments; and maximizing the return on financial assets by establishing financial policies, procedures, controls, and reporting systems.

Position Responsibilities:

Intake Operations

• Welcome, assist, and provide direction and information to clients and guests who visit the office.
• Answer and appropriately direct all inbound calls to the office and develop and maintain timely and accurate data and reports.
• Document and maintain complete and accurate supporting information for all new intakes for counseling and workshop services.
• Verify and support prospective clients through the intake process, ensuring they receive the support needed to complete intake and receive appropriate appointments with a coach and/or counselor.
• Manage and track the performance of the Agency’s community partners in keeping with referrals and invoicing.

Community Outreach

• Help build community partnerships with lenders, realtors, and community organizations.
• Maintain and oversee internal and external referrals for clients within the Financial Wellness Program.
• Attend and support several community partners with meetings, events, and resources.
• Maintain Family Foundations Resources List annually.
• Oversee and Maintain calendar and schedule for the typical week (appointments), workshop, and events.

Program/Project Management Data

• Oversee all project, program, and grant budgets throughout the grant funding cycle in concert with the responsible Program Manager.
• Ensure that accurate and timely financial statements are prepared under contract agreements with funders.
• Work with the Program Manager to assist in policies, procedures, and strategic planning.
• Establish guidelines for reporting agencies such as the City of Jax, NFFCC, and HUD.
• Assist Program Managers with the preparation of selective reports and data.
• Provide accurate and timely reporting on the financial activity of individual projects.
• Support the Program Manager in reconciling monthly credit statements.
• Review monthly results and implement monthly variance reporting.
• Manage the fees and payments and prepare quarterly collections from clients and third parties.
• Develop and implement policies and procedures to ensure that personnel and client information is secure and stored in compliance with current legislation.
• Manage monthly timesheets and reimbursement requests for Financial Wellness Team Members.

Program Support

• Develop and coordinate delivery of all general training for employees—personal, professional, and team development in cooperation with the relevant Program Manager.
• Coordinate appointments and meetings for program staff and clients.
• Manage calendars and schedules to optimize workflow and resource allocation.
• Communicate effectively with internal departments and external partners to facilitate program activities.

Qualifications:

Required Education and Experience

• Associate degree in admin assistant, human services, business, financial, or related field or equivalent work experience.
• Experience working for a non-profit organization preferred. 

Knowledge, Skills, and Abilities

• Ability to work effectively with a diverse range of people and demonstrate cultural sensitivity.
• Ability to be a team player. 
• Proficiency in Microsoft Office Suite Professional
• Ability to engage with large and diverse audiences and distribute information in varied venues. 
• Excellent oral and written communication skills 
• Demonstrated customer service skills.

Typically Work Week

• Monday-Friday (Saturday at least once a month)
• 8:30 am -5:30 pm (evening subject to scheduling 9 pm).

Job Type: Full-time

Pay: $34,999.00 - $43,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Patient demographics:

• Adults
• Children
• Older adults

Schedule:

• 8 hour shift
• Evening shift
• Monday to Friday
• Weekends as needed

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Jacksonville, FL 32202 (Required)

Ability to Relocate:

• Jacksonville, FL 32202: Relocate before starting work (Required)

Work Location: In person