Program Assistant- Colorado Springs

Why work at Rocky Mountain Human Services?

You will have the opportunity to contribute to an organization serving children with developmental delays and disabilities, adults with cognitive and intellectual disabilities, and veterans in need of employment assistance or who are homeless.

RMHS provides great benefits such as:

• Employer paid medical, dental, and vision benefits
• Generous paid time off such as vacation, sick, personal, and holidays
• Life and disability insurance
• Tuition reimbursement (full-time employees only)
• Mileage reimbursement
• 403(B) with company match
• Employee assistance program

Position Purpose

The position is primarily responsible for providing administrative and general program support for the Colorado Springs/Pueblo Homes for All Veterans (HAV) program to include staff support, basic client services, data entry and overall coordinating the timely submission of program TFA and expense reports and other administrative duties to meet the VA-Supportive Services to Veteran Families (SSVF) grant requirements. This position is 100% in-office in Colorado Springs. 

Essential Duties

• Provides administrative and program support including:
  • Schedule/provide back-up receptionist duties to include daily breaks, lunch coverage (Tues and Thurs), supervision/meeting, and supporting and scheduling for leave coverage.
  • Attend and record minutes at weekly Team Meetings and All HAV Staff meetings.
  • Assist Program Manager with sending meeting invites, agendas, and minutes for RMHS/HAV community meetings: 3^rd Fridays, and as assigned.
  • Maintain a schedule to ensure VSS of the Day shifts are covered each month.
  • Coordinate schedules for agency meeting travel & events.
• Work collaboratively with HAV VSS staff, HAV Program Manager/Leadership staff and Finance team to ensure accurate and timely TFA (fund) distribution requests per Caselogic process. Updating financial TFA spreadsheets and budget tracker daily
• Provide reviews of case files for accuracy and completeness at the time each case is recertified and/or closed matching in Caselogic and HMIS services system.
  • Prompting staff to close or recertify files on or before 90-day certification period. Updating cases by VSS trackers as needed. Properly storing all closed files.
• Conduct monthly VSS of the Day work to conduct intake surveys and assessments to include answering questions regarding intake process, program eligibility and services with vulnerable Veterans seeking services. Covers Intake and Eligibility Specialist role as needed.
• Responsible for collecting receipts and scanning into Concur for monthly reconciliation of credit card accounts and purchasing and reconciling bus passes.
• Manages the HAV vehicle records; coordinates with RMHS Facilities Manager for maintenance and repair of HAV-assigned vehicles.
• Other duties as assigned.

Knowledge, Skills and Abilities

• Strong attention to detail regarding generating/maintaining client records and ensuring HAV program requirements are met for delivery of supportive services.
• Experience with Excel and other database/computer systems.
• Excellent organizational, communication and coordination skills.
• Ability to work cooperatively with diverse staff and departments, as well as independently to assure completion of necessary tasks.
• Ability to maintain confidentiality.
• Ability to evaluate individual needs and exercise professional judgment within established policies and procedures.
• Excellent customer service skills.

MINIMUM QUALIFICATIONS

• High School diploma, GED or equivalent
• Proficiency in Microsoft Office Suite to include Excel
• Strong problem solving and process improvement skills
• Strong written and oral communications skills
• Experience working with diverse and vulnerable populations

PREFERRED QUALIFICATIONS

• Associates degree in business, administration, human services, and equivalent.
• Experience with private and/or Federal grant management
• Experience with HMIS
• Ability to type 35 wpm
• Prior experience working with the homeless individuals and/or households
• Prior experience working with/in military/Veteran population

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Actively communicate with clients, caregivers, families, stakeholders, advocates and providers.
• Works with clients, families and appropriate community agencies as necessary to facilitate services for staff, stakeholders or clients.
• Ability to meet/work with staff, stakeholders or clients in a variety of settings.
• Attends staff, team and department meetings.
• Attends in-services, staffing and other meetings with supervisor’s approval. May be appointed to committees.
• Participates in agency and community planning and education.
• Develops and maintains records, plans and reports.
• Lift and/or carry 20 lbs.
• Sit, stand and walk for reasonable periods of time.
• Maintains prompt and regular attendance.
• Performs related work as assigned.
• Ability to drive personal or company vehicle

Driving Requirements

• Valid driver’s license
• Proof of motor vehicle insurance
• Personal vehicle in good operating condition for use during work
• No major violations in the past three years.
• Ability to meet and maintain agency driving requirements and operate agency vehicles

Rocky Mountain Human Services is an Equal Opportunity Employer and is committed to racial, ethnic and cultural diversity and the goals of the Americans with Disabilities Act.