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

Description

Program Coordinator II (San Francisco, CA)

**ORGANIZATION SUMMARY**

Catholic Charities is one of the largest, oldest, and most comprehensive nonprofit human services organizations in Northern California, annually reaching more than 60,000 vulnerable individuals of all faiths in San Francisco, San Mateo, and Marin Counties. With a staff of approximately 450, reaching peaks of nearly 600 with seasonal hires, a budget of $54.3 million, and a current governing board of 27, this venerable, fully-accredited, independent 501(c)(3) nonprofit addresses some of the most pressing community needs homelessness, generational poverty, immigration, inequality, hunger, aging in isolation, and communicable disease -- to name a few with compassion and services of highest quality.

**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 CYOs 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 havedemonstrated 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 Drivers 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 approvalsignatures.

+ Reconciling processed work by verifying entries and comparing system reports tobalances.

+ 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 theprograms

+ 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 ProgramManager/Director.Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

+ ?

**Programmatic** **Duties**

1. Upload check requests in the agencys paperless system(PaperSave)

2. Enter client information in the agencys data base system(CARES)

1. Createprofile

2. Enroll client in appropriateprogram

3. Create enter serviceauthorization

4. Produce reports asneeded.

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 inexperience.

+ Minimum 5 years experience in accountingpositions.

+ Minimum 3 years in accounts payable within an automatedsystem.

+ Fund accounting experience aplus.

Knowledge, Skills &Abilities:

+ Basic knowledge and understanding of general accountingconcepts.

+ Expert in Microsoft Excel, Outlook, andWord.

+ Experience with integrated computerized accountingsystems.

+ Superior communication skills (oral andwritten.)

+ Experience in Financial Edge is aplus.

+ Demonstrated problem solving abilities and ability to prioritizetasks.

+ 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 ofEmployment:

Fingerprints:

**Required**

TB Screening

Negative Tuberculosis Test: **N/A**

FirstAid

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 caserecords.

+ 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, andwalking.

+ Occasional lifting, pushing, andpulling.

+ Occasional repetitive motions: Making substantial movements (motions) of the wrists, hands, and/orfingers.

+ 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 thisposition.

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 officeenvironment.

+ Occasionally exposed to perfume or scents in personal care products used by employees andvisitors.

**DISCLAIMER:** The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

In accordance with the requirements of title II of the Americans with Disabilities Act of 1990 ("ADA"), Catholic Charities SF does not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities. Furthermore, Catholic Charities SF does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under title I of the ADA

_CATHOLIC CHARITIES IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER and is committed to providing equal employment without regard to race, color, creed, religion, national origin, ancestry, age, sex, sexual orientation, gender identity, legal domicile status, veteran status, disability or AIDS/HIV status or any other characteristic protected under federal or state law._

_Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records._

This is a full-time position

Union status: Union

Fingerprinting clearance:

TB Screening:

COVID-19 Proof of Vaccination:

Pay Range: $28.28- $29.13