Program Specialist II

Work Location: 1125 Missouri St, Fairfield, CA 94533

Employment Details: Full Time, Non-Exempt, Monday - Friday from 8 AM - 4:30 PM

Compensation: $23.50- 30.25/hour

What you'll do

Administrative

• Respond to calls and emails, providing high quality customer service by responding promptly, accurately, and professionally to all inquiries and requests for assistance.
• Assist with planning, reservations, and internal and external meetings and events. Create and distribute agendas and complete meeting minutes.
• Assist with preparation, distribution, and filing of correspondence, notices, invitations, reports, files, etc.
• Responsible for vendor management and scheduling, including invoice management and payments.
• Assist with program/client/tenant file audits to ensure program regulatory compliance.
• Prepare scheduled and ad-hoc reports and validate for accuracy.
• Complete monthly expense reports and credit card reconciliation for supervisor or as assigned.
• Provide administrative support to supervisor and assigned team.
• May serve on internal committees as needed.
• Other administrative duties as assigned.

Data Documentation

• Keep all relevant data up to date in applicable systems and databases (HMIS, Yardi, Intacct, SalesForce, Nexonia, Paycom etc.)
• Maintain electronic files in accordance with applicable guidelines, completing data entry timely.
• Participate in service trainings and coordinating meetings as directed.
• Perform other data or program duties as requested.

Program Specific (Varies by team)

• Screening prospective participants for eligibility of services.
• Assist with making and documenting client, tenant, landlord contact lists.
• Maintain vendor service provider lists including maintenance vendors, housing availability and prospective landlords, and caseload lists for programs.
• Acting as a liaison to internal and external service resources, including communication and correspondence with referring agencies, landlords, vendors, and service partners.
• Provide coordination of outside vendors, purchases, deliveries, etc
• Create and manage landlord set up, tracking leases and inspections, ensuring accurate monthly payments, etc.

What you'll bring

• Experience that demonstrates a capacity to provide support to managers and staff in various administrative duties as well as special projects.
• Skilled in Microsoft Office Outlook, Word, Excel and Adobe programs.
• Access to reliable personal transportation required, including a DMV record that permits driver to be insured under SHELTER, Inc.s automobile coverage.
• Must successfully pass a criminal background check.
• Type at a minimum of 35 words per minute.

Preferred Qualifications

• Associates degree in administrative services or related area, and/or certification from a two year program in related area.
• Experience with Yardi, HMIS, Intacct, Nexonia, SalesForce and Paycom.
• Experience working with low income and/or homeless populations.
• Experience working in diverse settings with people across all socio-economic spectrums and a wide variety of personalities and roles - staff, residents, local agencies, contractors, lenders, etc.
• Bilingual English/Spanish

Key Proficiencies you'll need

• Adaptability with an enthusiastic and positive attitude
• Excellent, professional, communication skills, including maintaining confidentiality and setting boundaries.
• Ability to use basic office and computer equipment, including single and multi-line telephones, copiers, scanners, facsimile machines.
• Ability to produce, distribute, organize, files, and store documents (paper and electronic).
• Competency in data entry and ability to work with a web-based database.
• Customer service and problem-solving approach and skills as demonstrated through patience, tolerance, tact, diplomacy, and flexibility in all situations.
• Well organized and ability to effectively manage multiple assignments to meet project deadlines.
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.

Position Requirements

• Must provide TB test clearance

What we offer

• 18 days of Paid Time Off
• 15 paid holidays, including your birthday!
• 100% paid medical insurance (Kaiser, Sutter Health, Anthem Blue Cross), dental, vision for employees, 50% for your dependents.
• 100% paid Group Term Life insurance, Accidental Death & Dismemberment, Long-term disability insurance
• Up to $3,000 Tuition Reimbursement a year
• 403b with SHELTER Inc., matching contribution
• Pet Insurance
• Employee Assistance Program
• Discount Marketplace
• Internal growth opportunities

• We value diversity
• Notice: This description is a guide only. Upon hire, you will receive a formal job description.