Program Assistant (HOST)

at  Catholic Charities of the Diocese of Santa Rosa

The Program Assistant is responsible for participant program intakes, data entry, compliance, information sharing, statistic calculation, input for report writing, and general administrative support. The Program Assistant screens program participants, completes service assessments, and ensures compliance by completing or monitoring the completion of all agency required documentation. The Program Assistant support individuals in program enrollment as a first step to accepting care for immediate health and safety needs and to be eligible for available services and resources. The Program Assistant is responsible for tracking and maintaining all information within all internal database software, Excel spreadsheets, and/or Smartsheet. This includes program data entry into the Homeless Management Information System (HMIS) and DataLink. The Program Assistant performs a variety of administrative duties related to assigned program(s) including data collection, communication with clients, waitlist maintenance, outcome tracking, report generation, file creation, data validation, and data maintenance. This position will require working at several sites within the agency including Safe Parking and in coordinated outreach efforts with outreach workers in the community.

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED

• High School Diploma or High School Equivalency (HSE), one to two years’ experience working with databases and date entry or equal work experience, required. Associate degree in a social service or related field preferred.
• Organized and solution-oriented with the ability to coordinate many tasks in a fast-paced environment.
• Strong written and verbal communication; organization, conflict resolution and problem-solving skills.
• Experience and understanding in data systems and performing screenings or assessments.
• Knowledge of Housing First principles and methods, understanding of the causes of poverty and vulnerability, working knowledge of community resources and public benefits, preferred.
• Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers. Ability to work closely with clients and other employees to ensure a positive and constructive environment within the program or department and throughout the Agency. Understanding of people from diverse cultures and value systems.
• Computer literacy required including experience with Microsoft 365 Suite.
• Passion and enthusiasm for the mission of Catholic Charities and its clients.
• Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.
• Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.
• Bilingual (English/Spanish) preferred, but not required.

JOB ANALYSIS/JOB DESCRIPTION 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.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.
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. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average.

EQUAL OPPORTUNITY STATEMENT

Catholic Charities of the Diocese of Santa Rosa is an Equal Opportunity Employer, seeking the best and brightest. Our organization does not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, membership or activity in a local human rights commission, or status with regard to public assistance. We support, educate, create opportunities for, and ensure the wellbeing of our staff for the betterment of those most in need.
CCDSR participates in E-Verify, an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility.

ESSENTIAL FUNCTIONS

• Work directly with internal agency program staff members and external partners including the Sonoma County’s Coordinated Entry to accept referrals, fill and process program openings, respond to messages requesting assistance, attend to walk-in clients as needed.
• Provide data support to a specialized team of outreach workers and Safe Parking staff members/
• Interview, screen, and assess, new participants ensuring to complete all intake requirements.
• Link individuals and families with appropriate services, diversion, crisis response and intervention, shelter referrals, and housing programs.
• Maintain and monitor all required assessment information gathered, agency documentation obtained, case file creation, and data entry, including program entry, program re-entry, annual updates, bed assignments, and program exit assessments as required.
• Obtain and input all required confidential information into the countywide Homeless Management Information System (HMIS), DataLink, Excel spreadsheet, and/or Smartsheet as programs required.
• Support Program managers with pulling data reports and compiling data for all program reports.
• Provide administrative support in copying, invoicing, and supply inventories.
• Support the creation, build, and update dashboard results for individual programs.
• Follow all policies and procedures related to data collection and program activities in line with best practice standards.
• Meet monthly with data team to review data quality reports, receive updated HMIS trainings, and discuss HMIS updates.
• Participate in Professional Development activities and in-service training.
• Support the Mission, Vision, ands Values of CCDSR in the performance of all essential job functions and responsibilities.

OTHER RESPONSIBILITIES

• Work with Diocese of Santa Rosa and local parishes as appropriate and requested.
• Perform other related duties as assigned.