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Program Assistant

2 months ago

New York, United States JFCS of Long BeachWest Orange County Full time

About the role We are seeking someone who is collaborative, detail-oriented, proactive, and organized — able to operate effectively in a fast-changing environment. This person will need to be a self-starter who values effective communication to ensure cohesion across the team and someone able to zoom in and out to prioritize the big and specific details of competing priorities. This person will engage in their work with flexibility, open-mindedness, sincerity, and a problem-solving mindset, willing to jump in as needed to take on projects that support the work of the agency. This person values and enjoys connections with older adult survivors and supports a collaborative work environment. Overview of Responsibilities Under the direction of the Director of OAS/SW program the Program Assistant interfaces with the JFCS Older Adult Services/Social Work team to support and track the services provided to the community. Key elements of these services include Financial Assistance, Claims Conference for Holocaust Survivors, Information and Referral and Food Assistance. The OAS/SW Program Assistant will be responsible for supporting the Director with day-to-day operations and overseeing the general administrative duties of the OAS/SW team and selected services. Additional duties for the Program Assistant include, but are not limited to, involvement with other special program requests and events as needed. Job Duties Program Support Claims Conference Assists Director of OAS/SW with tracking client services, interfacing with vendors which includes resolving billing issues. Assists Director of OAS/SW with responding to transportation requests with vendors as needed. Supports Director OAS/SW with documentation review and ensuring documents, both paper and electronic copies, as required for client’s charts are completed and filed. Financial Assistance Documentation Ensure proper documentation is provided to the JFCS Administrator for online Financial Assistance payments. Prepares mileage reimbursement forms for OAS/SW team. Reconciles credit card statements with receipts and all necessary supporting documentation for submission to Administrator. Maintains and tracks expenditures for grants supporting program services. Information and Referral Services Responds to and documents calls and/or voicemail messages for the OAS/SW Department Provides accurate information and resources to community members through phone calls and emails. Food Assistance Responds to and prepares food assistance requests to assist food insecure individuals. Monitors, tracks supply and replenishes food in pantry as needed. Administrative Duties: Assists with in-office printing, filing, mailing, and scanning documents. Attending meetings and agency functions as required. Attends and participates in weekly supervision with Director of OAS/SW. Assists Director of OAS/SW with special program requests from the Director of Development and Communications. Assists Director of OAS/SW with special events and activities, e.g., Café Europa. Required skills and Abilities of ideal candidate: Experience providing service to a client/customer base. Familiarity with community and knowledge of resources is desirable but not required. Strong verbal and written communication skills. Proficient in Excel, Microsoft Office 365, Power Point and Outlook functions. Strong organization and time management skills. Excellent project management and organizational skills and attention to detail. Ability to work independently. Familiarity of documenting services in an electronic health record platform is a plus. Bilingual in Spanish and English preferred. Valid California Driver's License, a reliable automobile, good driving record and proof of liability insurance. To apply, please send a cover letter highlighting your interest, and qualifications, along with a resume to jobs@jfcslboc.org JFCS is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy, lactation, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity or expression, and veteran status. JFCS seeks to recruit, develop, and retain the most talented people and believes that diversity and inclusion among our teammates is critical to our success in serving our local communities.