What are the responsibilities and job description for the Program Assistant position at Catholic Charities Comm?
Helping our community’s most vulnerable with solutions that permanently improve lives
JOB SUMMARY: The Program Assistant of Catholic Charities Homeless Services programs in Northern Arizona, will be responsible for the day-to-day operations of contractual obligations pertaining to administrative support, documentation compliance and data management and data entry. This position can be completed as hybrid/remote up to two days per week after the initial 90 day probationary period.
JOB DUTIES:
1. Track data including, but not limited to referrals, services, intakes, enrollments, recertification, assist payment processing, rent rolls, entry and exits in agency programs for Homeless Services Programs.
2. Provides comprehensive administrative and clerical support to departments including but not limited to correspondence, filing, phones, and anything related to the clerical needs of the team.
3. Enter client data into HMIS database within one (1) business day of receiving information.
4. Performs monthly reporting in HMIS, dashboards, etc.
5. Reviews and resolves discrepancies reported via Data Quality Reports.
6. Attends relevant meetings and trainings pertaining to HMIS and all services programs.
7. Ensures compliance with all programs assigned to department, maintaining documentation and information necessary to meet the contractual agreements.
8. Works with Program Manager and Data Analyst on preliminary audits of documentation for adherence to contractual obligations and compliance.
9. Creates and distributes agendas and minutes for meetings.
10. Compiles, prepares, and disseminates correspondence, reports, files, and various other data.
11. Maintains program statistical information as required, scheduled, or requested.
12. Assists Program Manager in reviewing client records for contract compliance.
13. Supports Homeless Services Team Members in identifying and documenting housing options.
14. Supports Data Analyst in completing tasks as assigned.
15. Coordinates internal and external communication to ensure staff and outside stakeholders are aware of services, methods, and opportunities offered by the program.
16. Promote ongoing commitment to excellence and continual quality improvement to ensure the highest quality of services to our staff and clients.
17. Performs other duties as assigned.
JOB REQUIREMENTS:
1. Education /Background: Minimum of a High School Diploma or equivalent with 5 years of relevant work experience. Associates degree in relevant field preferred.
2. Job Knowledge: Knowledge of administrative and clerical procedures, fluent in Microsoft Office applications (including Word, Outlook, and Excel). Must have excellent independent problem-solving skills and a strong familiarity with Excel, including utilizing Excel to match data from disparate sources based on a common identifier. Must have good communication skills and be able to multitask during daily work schedule.
3. Working Conditions/Physical Demands: Must be able to stoop, bend, squat, sit on floor and ambulate over uneven floor surfaces including stairs and steps. Must be able to visually and auditory assess and interact with clients to ensure their safety and wellbeing. May lift up to 25 pounds. Extensive keyboard and data entry. Travel within the state may be required. In some departments, evening and weekend work may be required. Works in normal office setting with moderate noise level.
4. Other requirements:
a. Valid AZ driver’s license, reliable transportation, and ability to show proof of registration/insurance.
b. You must be 21 years of age or older to drive on behalf of Catholic Charities.
c. Level One Fingerprint Clearance or ability to obtain fingerprint clearance; must maintain clearance.
Hourly rate starting at $20.75 and may increase depending on experience.
Excellent Benefits: Medical (including Vision), Dental, Basic Life, Short-Term Disability, Vacation, Sick Time, 13 Paid Holidays, Flexible Spending Account (FSA), 403(b), EAP and Pension Plan
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Salary : $21
