Program Assistant - 2003426

Job Title: Program Assistant

Location: 80 Maiden Lane

FLSA Status: Full Time, Non-Exempt

Classification: Administrative Support Worker

Department: Refugee Resettlement, Immigrant and Refugee Services Division

Reports to: Refugee Resettlement Director

Supervisory Responsibilities: Yes ____ No __X__

Salary: $27.47-$30.22 per hour.

Summary: The Refugee Resettlement Department at Catholic Charities Community Services provides assistance to newly arrived families from diverse backgrounds who are resettling in the New York City area through case management, employment-based, and educational services. The Resettlement Program Assistant will join CCCS as a critical member of the Refugee Resettlement team to support programs providing resettlement services to refugees, asylees, and other immigrant populations. Under the supervision of the Director, the Program Assistant supports operational and case management needs, including: data entry and management into various tracking systems, financial requests and tracking, administrative duties, and more.

Essential Duties and Responsibilities including the following.

Administrative and Clerical Responsibilities:

• Responsible for the administrative needs of the program, including data and document maintenance as it relates to the compliance needs of the department’s contractual and service obligations.
• Complete check processing, including managing requests from program staff, gathering digital signatures, submitting in systems, tracking, distributing, ensuring appropriate backup is collected, and reconciling.
• Maintain financial records carefully and precisely, entering accurate information into forms and spreadsheets, making and checking calculations, researching discrepancies, and ensuring appropriate follow up to rectify.
• Manage direct assistance within each distinct program according to programmatic guidelines, accounting for the correct codes, restrictions, and requirements.
• Continually review submissions to ensure that requests are on track, timely, and in compliance with the contractual requirements.
• Review the use of appropriate accounting codes and ensure that all systems have the most up-to-date codes in use, including ChromeRiver.
• Oversee compliance with CCCS protocols for gift card requests and documentation, including requesting, data entry, maintenance of backup documentation, and coordination with program staff.
• Providing clerical support to the staff - including filing, photocopying, scanning, and mailing, maintaining physical files and updating digital case notes for clients, and assisting as needed with supporting documentation and application preparation.
• Data entry, including support in processing monthly financial claims, assisting with timesheet completion, tracking staff training and staff engagements, and more.
• Communicate effectively and proactively with supervisors, program managers, and leadership regarding trends in direct assistance spending and processes.
• Ensure client files are organized in cabinets, as delineated by internal case file standards for client services and contract-based audits. Coordinate case file archiving, when necessary, in collaboration with program staff.
• Assistance with note taking and minutes compilation for meetings as necessary.
• Use ECM/Salesforce and other databases to track data and metrics in accordance with current contract and internal reporting requirements, as well as assist with generating reports.
• Schedule, confirm, and cancel appointments and meetings for staff as needed, including creating Zoom invites and booking rooms on Skedda.
• Manage office supplies and submit supply orders as needed.
• Interpretation and translation services as needed to support casework.
• Return and route telephone calls as appropriate.
• Participate in program meetings, staff development activities, and other duties as assigned.

Qualifications

Education and/or experience required:

• Bachelor’s degree in related field, or equivalent professional training related to this position.

Skills, Licenses and/or competencies required:

• Highly motivated self-starter with strong problem-solving skills combined with the proven ability to multi-task, prioritize duties, and manage time effectively.
• Excellent organizational skills, communication (oral & written), and interpersonal skills.
• Ability to manage deadlines and high-volume communication in a fast-paced environment, with strong attention to detail and administrative capacity.
• Superior skills in Microsoft Office, SharePoint and Outlook; ability to utilize multiple database systems for financial tracking.
• Ability to work and communicate effectively and sensitively in a multicultural environment.
• Fluent in English and a second language commonly spoken by client population (Spanish, Arabic, Haitian-Creole, Ukrainian, or French preferred).

Position Type and Expected Hours of Work:

This is a full-time position that will require working with underserved communities both in New York City and the Lower Hudson Valley. Days and hours of work are 9:00am-5:00pm Monday-Friday. Position requires willingness to travel to all five (5) boroughs, to site locations in the Lower Hudson Valley occasionally, and some weekend and evening hours.

Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to travel regularly throughout the service delivery area using reliable transportation, traversing streets, ascending/descending stairs, and exposed to outside weather conditions.
• Remain in a stationary position at a workstation and use a computer approximately 80% of the time.

Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.