Program Assistant

Posting Position Title:

Program Assistant Department:

Operations Reports To:

Operations Manager FLSA Classification:

Non-Exempt Location:

Barbers Point Application Deadline:

9:00 a.m. - October 31, 2025 Position Overview The Program Assistant reports directly to the Operations Manager and provides comprehensive administrative and operational support to ensure the smooth and efficient functioning of site programs. This position plays a key role in maintaining accurate records, assisting with client services, supporting financial tracking, and aiding in overall site operations to best serve veterans and their families. Essential Responsibilities

• Maintain central databases of client and program information through Microsoft Excel, HMIS, My Case Records, and QuickBooks to ensure compliance with grant and funder requirements.
• Support the Case Management Department by maintaining client files, preparing for audits, and correcting deficiencies.
• Collect and track program rents, issue receipts to clients, maintain rent calculation worksheets, monitor rent waivers, and generate compliance reports.
• Manage petty cash accounts, including tracking fund distributions, reconciling expenses, submitting reimbursement requests, preparing weekly reports, and ensuring proper documentation.
• Collect, reconcile, and deposit site cash accounts, money orders, and checks (including donations and store cash).
• Monitor and maintain supply inventory, coordinate approved purchases, submit purchase orders, allocate expenses, and manage vendor balances.
• Coordinate supportive service fund requests to meet client needs in collaboration with program staff.
• Assist with accounting functions and coordinate with National Accounts Payable to ensure deposits and expenses are properly coded, documented, and submitted on time.
• Compile and maintain data for grant applications, reports, budget tracking, and billings.
• Support the Development and Communications Manager by recording contributions, maintaining donor databases, and assisting with mailings and solicitations.
• Coordinate volunteer activities and assist in planning annual and periodic events for donors, partners, clients, and staff.
• Manage shipping and mail operations, ensuring timely receipt and distribution of products and donations.
• Assist with program-specific activities such as client screenings, eligibility assessments, intake documentation, and orientations.
• Provide human resources support, including posting positions, pre-screening candidates, scheduling interviews, coordinating orientation, tracking evaluations, and eligibility dates.
• Assist supervisors with staff training coordination and payroll allocations.
• Maintain the Operations Manual, updating policies and procedures as needed.
• Provide confidential administrative support to management, staff, and interns.
• Perform other related duties as assigned.

Program-Specific Duties Depending on program assignment, additional duties may include: For SSVF (Supportive Services for Veteran Families)

Program Assistants:

• May report directly to the SSVF Team Leader or SSVF Coordinator.
• Conduct eligibility screenings and assessments for the SSVF program.
• Assist with client intake interviews and documentation.
• Compile, submit, distribute, and track Temporary Financial Assistance (TFA) requests and payments. Minimum Requirements
• One (1) year of experience in social services or a related field (Employment with

U.S.VETS

for at least three (3) months may substitute for one year of experience).

• Strong computer literacy and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Highly organized with strong attention to detail.
• Ability to work both independently and collaboratively within a team.
• Excellent written and verbal communication skills.
• Ability to be proactive, flexible, and creative in problem-solving.
• Strong judgment, initiative, and ability to manage multiple tasks effectively. Preferred Qualifications
• Bachelor's degree in a related field.
• Knowledge of veteran issues, homelessness services, and local community resources preferred.

Job Type:

Full-time Pay:

$22.28 - $22.56 per hour

Benefits:

401(k) Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Vision insurance Application Question(s): Are you located on the Island of Oahu?

Education:

Bachelor's (Required)

Location:

Kapolei, HI 96707 (Required) Ability to

Commute:

Kapolei, HI 96707 (Required)

Work Location:

In person