Position Summary

The Program Support III, Financial Stability and Crisis Response provides administrative services which systematically support the accomplishment of program deliverables to achieve overall accountability and completion. The Program Support III, Financial Stability and Crisis Response position provides administrative, data support, analytical, and facilities support in order to help programs meet the needs of the clients we serve. The Program Support III, Financial Stability and Crisis Response is an elevated support position that has increased responsibility and demonstrated competency. This position may supervise other support staff. As a supervisory position, the Program Support III, Financial Stability and Crisis Response possesses a working knowledge of Catholic Charities’ policy, procedure, and quality improvement processes. 

Essential Functions

1.Manage program data through client registration, data entry, filing, and organizational support.

2.Schedule and manage logistics for meetings and trainings, including managing technology, taking, and distributing notes.

3.Provide administrative support through invoicing, copies, document control, distribution, and knowledge of supply inventories.

4.Provide outreach to clients through events, e-mails, and phone calls to remind of appointments, need for verifications, and needs of the program.

5.Answering and responding to messages requesting assistance through phone and online, referring to appropriate staff within agency and partner agencies as appropriate. Attend to walk-in clients as needed.

6.Manage incoming calls and inquires while supporting any action that may be triggered by the inquiry.

7.Provide facilities support as needed in partnership with other agency facility specialists.

8.Display excellent organization skills and maintain thorough and accurate records.

9.Generate and compile data and update in online tools or spreadsheets to complete required weekly and monthly reports.

10.Partner with compliance and grants management, and accounting to access, update, and track required data elements for grants and reports. 

11.Follow all agency policies and procedures related to program activities and support best practice standards.

12.Identify opportunities to improve processes in order to deliver the highest quality experience possible for program participants and follow through with these improvements as assigned.

13.Support the creation, update, and building of dashboard reports for individual programs.

14.Support program staff and data administration staff with updating database structure and building reports relevant to programs.

15.Provide supervision to the Program Support I, Program Support II, and volunteers.

16.Participate in professional development opportunities and in-service training.

17.Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.

Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.

Other Responsibilities

1.Work with the Diocese of Santa Rosa and local parishes as appropriate and requested.

2.Perform other related duties as assigned.

Agency Culture

It is essential that all employees of Catholic Charities aspire to the following:

·A commitment to the agency’s mission, vision, and values.

·A commitment to excellence in everything we do.

·A commitment to performance and quality improvement.

·A commitment to outcomes and measured results.

·A commitment to innovation and to what is possible.

Education, Experience, and Skills Required

1.Associates degree, one to two years successful experience in a Program Support II position; or three to four years administrative experience required. Bachelor’s degree preferred. Two to four years administrative experience may be substituted for Associates degree. 

2.Organized and solution-oriented with the ability to coordinate many tasks in a fast-paced environment.

3.Computer literacy required including experience with Microsoft 365 Suite.

4.Excellent, clear written and verbal communication with an attention to detail and accuracy; organization, conflict resolution, and problem-solving skills.

5.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.

6.Passion and enthusiasm for the mission of Catholic Charities and its clients.

7.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.

8.Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.

9.Bilingual (English/Spanish) required.

Job Analysis/Job Description Physical Requirements

Never (N)

Occasionally (O) = Up to 3 Hours per Day

Frequently (F) = Up to 6 Hours per Day

Constantly (C) = Up to 8 Hours per Day