Program Coordinator II - San Francisco, United States - Catholic Charities of San Francisco

Description

Job Description

Job Description

AGENCY/PROGRAM DESCRIPTION:
Catholic Charities CYO, the not-for-profit service arm of the Archdiocese of San Francisco, is one of the Bay Area's largest human service organizations. Catholic Charities CYO provides programs and services for over 70,000 people in need within the three county regions of San Francisco, Marin and San Mateo Counties. Catholic Charities CYO's programs include a full spectrum of services for families and youth, single parents, aging adults, persons living with HIV, refugees and immigrants, homeless and those at risk of being homeless, individuals with physical disabilities, and incarcerated adults and youth. In conjunction with Mercy/Charities Housing, Inc., Catholic Charities CYO is also a recognized leader in not-for-profit housing development
The Catholic Charities CYO Treasure Island Supportive Housing Program assists homeless, at-risk and multi-diagnosed families with housing stabilization services through the provision of case management/advocacy and rental subsidy assistance. Eligible families also receive employment/educational services and life skills workshops to support their independent living and self-sufficiency goals.
Position Purpose:
This position supports the advancement of the Mission of Catholic Charities CYO. The Support Services classification has responsibility for a wide array of administrative support functions and general office duties critical to the successful operation of the program. Assist with overall coordination of program activities and educational workshops; work as a team member to enhance the lives of the participants attending the program.
Essential Duties & Responsibilities:

• Maintain administrative files, program databases, office equipment and agency assets
• Handle incoming and outgoing mail and telephone calls, filing and general administrative support
• Working with the Contracts / Finance staff to track and maintain a budget/payment ledger, supplies/inventory and produce a semi-monthly financial/bi-annual financial reports
• Point of first contact for clients, visitors, team members, staff and/or 3rd party vendors
• Assist in program evaluation
• Proofread and edit work-products of others, including but not limited to: business and client correspondence and outreach media
• Assist and participate with other staff in maintaining a healthy workplace environment, maintain clean and safe common areas, as well as requesting office repairs (coordination with 3rd party vendors)
• Arrange meetings, book and prepare meeting rooms, provide/arrange hospitality, assist with coordination and planning of program activities and off-island trips
• Assist with emergency preparedness
• Perform other duties consistent with job grade and/or as assigned by managers and supervisors

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The successful candidate will have demonstrated clerical experience in several of the following areas:

• Computer proficiency, including Microsoft Office and internet applications
• Excellent interpersonal skills and the aptitude to interact with others in a positive and sensitive manner, exercise good judgment, take initiative and work independently
• Proficient in written and verbal communication skills in English; other language (s) are an A+,
• Excellent organizational skills and possess the capacity to multi task and set priorities with attention to details
• Experience working as part of a team
• Pleasant disposition, willingness to learn, possess a good work attitude,
• Good sense of responsibility, well organized and have a sense of urgency toward the work and accomplishments
• Able to discreetly handle basic confidential matters and withstand day-to-day work pressures and meet deadlines
• Resourceful and self-motivated
• Flexible and versatile

Education & Experience:

• AA Degree in Office Skills or Administration preferred, or 2 to 3 years demonstrated experience in office administration or a clerical position or any combination thereof
• High School diploma or equivalent experience
• Valid California Driver's License

Knowledge, Skills and Abilities:

• Ability to perform physical activity ( carry/lift boxes, bulk items, etc)
• Achievement Oriented
• Ability to function as part of a team
• Customer Oriented
• Organizational Awareness
• Strong Presentation Skills

Physical Requirements:

• The physical demands described here 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
• Regularly required to use wrist and hand to fingers. Handle or feel and manipulate
• Frequent bending, standing, stooping, squatting, reaching, twisting, sitting, talking and hearing
• Regular lifting of items up to twenty pounds and occasionally lifting and /or moving up to fifty pounds
• Moderate to frequent repetitive wrist motions, such as computer usage

Work Environment:
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.

• Noise level in work environment is usually moderate.

CATHOLIC CHARITIES CYO IS AN EQUAL OPPORTUNITIES EMPLOYER.
WOMEN AND PEOPLE OF COLOR ENCOURAGED TO APPLY

PROGRAM & POSITION SUMMARY

Founded in 1907 to care for the orphans of the San Francisco earthquake, Catholic Charities, which operates as an independent non-profit organization, is the social service agency of the San Francisco Archdiocese. Our mission is to serve and advocate for the poor, the sick, the distressed, children, youth, families, immigrants and seniors, regardless of race, religion, color, sex, age, physical or mental disability, national origin, sexual orientation or any other basis covered by local law.

The Accounts Payable position will be responsible for supporting the advancement of the Mission, Vision and Critical Success Factors of Catholic Charities by assisting in the timely accurate preparation of Catholic Charities' internal financial statements. Provide on-going support in contracts accounting, accounts payable processing, general ledger, special projects, and reconciliations.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Calculating, posting business transactions, invoice processing, verifying financial data for use in maintaining records.
• Clarifying questionable invoice items, prices or requesting approval signatures.
• Reconciling processed work by verifying entries and comparing system reports to balances.
• Charging expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries
• Prepare invoices for input into the Accounting system. Review supporting documentation for mathematical accuracy, appropriate GL coding and approval by authorized individuals.
• Handle phone inquiries and deal directly with vendors and program staff regarding payments and other issues.
• Work in coordination with the Program Manager/Director of the programs
• Mail checks to vendors or forward checks to internal Catholic Charities staff in accordance to check request.
• Perform special projects as assigned by the AP Supervisor and Program Manager/Director.Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
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Programmatic Duties

1. Upload check requests in the agency's paperless system (PaperSave)
2. Enter client information in the agency's data base system (CARES)
   1. Create profile
   2. Enroll client in appropriate program
   3. Create enter service authorization
   4. Produce reports as needed.
   5. Update client information in our partners data base.(BACS HP Platform )

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education & Experience:

• Bachelor Degree in Accounting or equivalent in experience.
• Minimum 5 years' experience in accounting positions.
• Minimum 3 years in accounts payable within an automated system.
• Fund accounting experience a plus.

Knowledge, Skills & Abilities:

• Basic knowledge and understanding of general accounting concepts.
• Expert in Microsoft Excel, Outlook, and Word.
• Experience with integrated computerized accounting systems.
• Superior communication skills (oral and written.)
• Experience in Financial Edge is a plus.
• Demonstrated problem solving abilities and ability to prioritize tasks.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in cross-cultural situations.

Prerequisites Required Prior to the First Day of Employment:
Fingerprints:
Required
TB Screening –
Negative Tuberculosis Test: N/A
First Aid
Certificate: N/A
COVID-19
Proof of Vaccination: Required

COUNCIL ON ACCREDITATION (COA) ROLES

• Is responsible for accurate and timely data entry that aids Performance and Quality Improvement (PQI) reporting and case record reviews.
• Is responsible for accurate and timely submission of case records.
• Serves on a quarterly case record review committee for Performance and Quality Improvement (PQI) reporting.
• Serves on department or program Performance and Quality Improvement PQI Committee responsible for monitoring goals and reporting.

PHYSICAL REQUIREMENTS

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

• Occasional bending, standing, stooping, kneeling, reaching, twisting, and walking.
• Occasional lifting, pushing, and pulling.
• Occasional repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• Driving is not required for this position.

If driving a car is required for the position, incumbent must have a valid California driver's license and be able to provide proof of DMV record and personal insurance (if required.)

WORK ENVIRONMENT

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.

• Noise level in work environment is usually moderate in accordance with a typical office environment.
• Occasionally exposed to perfume or scents in personal care products used by employees and visitors.

Company DescriptionCatholic Charities SF, the not-for-profit service arm of the Archdiocese of San Francisco, is one of the Bay Area's largest human services organizations. Catholic Charities SF provides programs and services for 70,000 people in need within the three-county regions of San Francisco, Marin, and San Mateo Counties. Catholic Charities SF's programs include a full spectrum of services for families and youth, single parents, aging adults, persons living with HIV, refugees, and immigrants, homeless and those at risk of being homeless, individuals with physical disabilities, and incarcerated adults and youth. In conjunction with Mercy/Charities Housing Inc., Catholic Charities SF is also a recognized leader in a not-for-profit housing development.

Company Description

Catholic Charities SF, the not-for-profit service arm of the Archdiocese of San Francisco, is one of the Bay Area's largest human services organizations. Catholic Charities SF provides programs and services for 70,000 people in need within the three-county regions of San Francisco, Marin, and San Mateo Counties. Catholic Charities SF's programs include a full spectrum of services for families and youth, single parents, aging adults, persons living with HIV, refugees, and immigrants, homeless and those at risk of being homeless, individuals with physical disabilities, and incarcerated adults and youth. In conjunction with Mercy/Charities Housing Inc., Catholic Charities SF is also a recognized leader in a not-for-profit housing development.