Program Assistant
Program Assistant
Program: St. Margaret of Cortona Transitional
and Maternity Housing
Full-time (non-exempt)
Starting rate $22.07/hour estimated annual salary is $45,906
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Primary Office:1423 G Street unit A, Woodbridge, VA
Hours per Week:40 hours
Staff Supervisor:Veronica L. Roth, Ministry Director
Telework Available: ____ No _X_Hybrid
Position Description:
The Program Assistant (PA) will provide support functions across the scope of St. Margaret of Cortona Transitional and Maternity Housing (SMC) and will be supervised by the Program Director. The position is accountable to maintain confidentiality and consistently abide by HIPAA and privacy requirements. The scope will include administrative office functions required for the financial and operational responsibilities of SMC. Budget monitoring and creation and management of special funding trackers in Excel. Provide financial updates to the Program Director for decision making. Volunteer management functions will include recruitment, orientation, and assignments. The role includes supervision and observation of volunteer performance, as well as data entry into the volunteer software. The position will maintain the SMC program website currency on CCDA.net and keep public SMC program wish lists” updated based on client, staff and seasonal needs.
The position will also be a support to SMC Case Managers by actuating the client to complete tasks. This includes employing Trauma Informed Practices and establishing rapport to guide and support clients respectfully via direct “hands-on” assistance or coordination with authorized volunteers to successfully navigate and complete tasks needed to attain goals or complete Action Plan assignments. This may require evening or weekend hours or other scheduling variability to have one-on-one time with clients on skill development, such as, but not limited to, homemaking, shopping, meal planning, job search, banking, and other necessary skills to maintain a safe, stable home life for the family. The PA will also be responsible for documentation of these activities and interactions, including mandated reporter responsibilities and critical incident reporting. By working directly with the clients and children, the PA may observe or learn of issues that may be shared with the program therapist.
Position Responsibilities:
· Provide minimum of 20 hours per week front office coverage in a client-facing position (e.g., answering phones, faxing, copying, and basic Information & Referral)
· Provide a minimum of an additional 20 hours per week providing direct services, in collaboration with SMC Case Managers to facilitate tasks or teach life skills leading to client self-sufficiency.
· Provides daily check of the SMC email inbox and office mailboxes ( the one for outside the Program correspondence and the one for residents).
· Submits the background checks for applicants, visitors, and volunteers on the NCSI account, checks for status and sends the findings to the PD.
· Maintains and updated list of volunteers and donors for Christmas, Easter and Thank you cards.
· In coordination with the Child Services Coordinator, requests, collects, and sends out the personalized, Thank You cards, created by the children for volunteers and donors.
· Periodically sends out the Vacancy Announcements to the provider data base and updates the provider base as new referring agencies contact SMC.
· Whenever there is an opportunity, PA will advocate for the ministry, to attract more volunteers and donors. Explain “what we do, why we do it, what is the impact on the homeless status of the residents.”
· Updates the Statistical client data detail file after every move in/out.
· Creates and fills in the tables for gift cards, monitors usage.
· Receives the Referral Packages, , checks for being complete and sends to all staff, for review, or returns to the sender, for additional documents/ answers,
· Inspect, evaluate, and respond to maintenance concerns and oversee vendors when onsite. Specifically remain in the apartment to safeguard clients’ possessions.
· Conducts monthly announced & unannounced housing inspections of all residents’ units.
· Completes the Monthly Safety Report sent by Risk Management Department
· Creates and distributes the Monthly Calendar to the residents.
· Takes turns with all staff on covering the After-Hours phone calls.
· Facilitate unit turnovers and readiness for new client entry.
· Order supplies as needed for office and unit turnover, including PPE supplies and drug tests.
· Responsible for all accounting procedures, including deposits, credit card worksheets and payment vouchers
· Updates special fund tracking files annually, based on approved fiscal year budgets and update tracking logs with monthly expenditures to assure a running balance.
· Provide inventory control for office and facility to include supplies, donations and special staff needs for art or play therapy
· Assure timely and accurate communications and meet deadlines for all departments within CCDA
· Provide information to prospective volunteers, maintain data, arrange scheduling and oversight.
· Foster all professional relationships in keeping with Catholic Identity.
· Complete required training for interpretation and translation services, including medical interpretation, as well as CPS, APS, and VIRTUS.
· Provide translation services for phone Information & Referral and during Case Management and or/therapy as required. Spanish language skills preferred.
· Assist and/or monitor clients with timely completion of Action Plans by modeling professional skills, scheduling appointments, speaking to employers, and navigating public systems, courts, social services, etc. Remote client training is acceptable when screen sharing is effective.
· Updates the Escrow monthly savings tracking file for clients and calculates the final check after inspecting the unit (deduct any expenses carried due to cleaning, junk removal, repairs).
· Assist clients in planning timely arrival to appointments and how to use the bus system.
· Assist clients in effective communications with county workers, families, and community providers. In person or remote role play.
· Work directly with expectant mothers to help prepare physical apartment units for infant arrival and acquiring baby supplies.
· In coordination with the Child Services Coordinator, provide educational information for new mothers around infant hygiene and basic infant care routines using videos or illustrated demonstration materials,
· Assist parents obtaining, collecting, and organizing vital documents for safe keeping.
· Initiate or complete applicable information for Critical Incident Reports.
· Provide PD with applicable data for Quarterly Reports or data requests.
· Work directly in home with adult residents on basic skill levels, may include child safety, organization, household sanitation, basic homemaking, coupon clipping, meal planning, food shopping, cooking and safe food handling and storage instructions.
· Monitor condition and usage of St. Margaret program van. Coordinate routine maintenance and maintains safety precautions in vehicle operation.
· Administer Drug Testing following the appropriate protocol as applicable.
Other Duties:
· Participate in ongoing individual supervision, team meetings, case conferences, division meetings and trainings as appropriate.
· Assist Caseworkers or Therapist by observing and reporting significant behaviors, challenges, including potential harm to self or others.
· Document interactions with client in client database by submitting accurate, objective, required data entry within 24 hours of service and complete required reports within assigned timeframes. Onsite or remotely
· Perform other duties as directed by the Program Director
Qualifications & Skills:
1. Knowledge of confidentiality, HIPAA requirements and client/worker boundaries.
2. Languages: Spanish and English.
3. Establish rapport and provide safe and calm environment for children and adults.
4. Create clear and concise written and oral reports.
5. Experience in Microsoft Office applications.
Education and Experience:
· Bachelor’s Degree with one year of general clerical experience preferably in human or social service setting; or,
· Associates Degree and a combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.
· Languages: Spanish and English.
· Knowledge of confidentiality, HIPAA requirements and client/worker boundaries.
· Knowledge of the Codes of Ethics for both the National Association of Social Workers and the American Translators Association.
Physical Demands:
· This position requires the ability to lift and carry a small child (up to 40 lbs.) for moderate distances, bend, and twist to secure children in safety seats, and
· Physical activity equivalent to light housekeeping to demonstrate activities to clients or prepare units for occupancy – bed making, delivery and set-up of unit supplies.
· Sufficient work schedule flexibility to accommodate some weekend and evening hours will be required.
· The first 30 days of employment will be fulltime in the office. Thereafter this hybrid position may schedule between 15 and 20 hours remote. Such hybrid scheduling must be approved in advance by the Program Director and fit the team coverage schedule.
Additional Qualifications:
· Maintain Adult and Infant CPR/ First Aid & AED Certification.
· Ability to drive a vehicle safely while transporting passengers; use maps to locate unknown destinations; provide for safe operation and scheduled maintenance.
· Maintain composure under stressful situations; develop cooperative working relationships with staff, supervisors, and clients; learn program regulations, and automation equipment and usage.
All Applicants are subject to fingerprinting for the purpose of a criminal record check, child protective background search and completion of VIRTUS training and required agency onboarding. If the position requires driving and agency vehicle, the applicant must possess a valid driver’s license and provide a DMV Driving History.
BENEFITS: Vacation, Sick, 13 Paid Holidays, Medical, Dental, Vision, Pension, Diocesan Tuition Reimbursement K-12 after 1 year, free parking, Professional development tuition assistance eligible after 1 year
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