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Program Assistant

PURPOSE of ROLE: This position provides administrative support to program(s) and staff, including ad hoc assignments, to meet program and agency needs. 



Screen prospective program participants for services eligibility.

Maintain/update caseload lists for programs.

Maintain and complete monthly participant reports.

Maintain/update expense logs and records. 


Respond to phone calls and greet agency visitors, working with others to provide high quality customers service by responding promptly, accurately, and professionally to all inquiries and requests for assistance.

Act as liaison to internal and external service resources, including communication and correspondence with stakeholders including referring agencies, landlords, vendors and service partners.

Prepare and maintains Master Filing System for programs entry and exits (participant files).

Make photo copies, fax documents and perform other clerical functions.

Assists with preparation, distribution, and filing of correspondence, notices, invitations, reports, files, etc.

Assist with planning, room reservations, set up, clean up, and documentation/notes for team, agency, and external meetings and events.

Reception coverage as needed.


Keep all relevant service data up-to-date in HMIS system and maintain case files in accordance with applicable guidelines, completing data entry at the time of – or, in exceptional situations, within 24-hours of - every service interaction.

Assist with making and documenting client contacts during participation and post-placement follow-up.

Participate in service trainings and coordination meetings as directed.

Perform other duties as assigned. 


Ability to use basic office and computer equipment, including single and multi-line telephones, copiers, scanners, facsimile machines, and software including Word, Excel, Adobe, etc.

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.

High level of integrity and strong ethical values show capacity to maintain highest standards of confidentiality with all records, including organizational and individual information.

Self-motivated and accountable for work time and other agency resources.

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.

Strong oral/written communication and listening skills.

Clear/firm-yet-flexible boundaries, consistent energy level and positive demeanor. 


Experience that demonstrates a capacity to provide support to managers and staff in various administrative duties as well as special projects.

Experience working with low income and/or homeless populations

Experience utilizing Microsoft Office Outlook, Word and Excel programs.

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.

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.


Associates degree in administrative services or related area, and/or certification from a two year program in related area

Bilingual English/Spanish. 


The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel objects. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision. 

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. 

There are no unusual environmental conditions. Typically, the noise level in the work environment is quiet.


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