Program Assistant - HICAP SM

Title:        Program Assistant            

Department:    HICAP – San Mateo

FLSA Status:    Non-Exempt

Reports To:        Program Manager 

Summary:    Assists the Program Coordinator with administrative duties, answering phones and scheduling client appointments, data entry, and performing other program and clerical duties for San Mateo HICAP.

Essential Functions:            

⦁    Assists with answering incoming phone calls, returns voicemail messages left on the main answering machine, coordinates and confirms appointments with counselors, clients and counseling sites on the scheduling calendar and SHARP (PeerPlace).

⦁    Assists with data entry in general and specifically in the state-mandated system (SHARP), creating Excel sheets, creating new counseling materials and updating them as needed. 

⦁    Responsible for preparing the counseling packets once a month or when needed, printing counseling handouts and forms, organizing them into individual packets, keeping them replenished throughout the month and organized in designated areas.

⦁    Responsible for creating and maintaining Google Word document that includes Excel for entering program survey results. Inputting the survey results monthly and filing surveys in designated spots.  

⦁    Responsible for mailing packages when needed, putting away office supplies and shredding documents. 

⦁    Responsible for storing, archiving and preserving program documents and data.  

⦁    Responsible for the submission of completed low-income applications mailed to the office by HICAP counselors or clients via online or by fax.

⦁    Assists with maintaining office equipment such as copier, printer, fax, and postage machine as needed.

⦁    Performs other duties assigned.

Qualifications:

⦁    High school graduate with one year of experience working in an office setting. 

⦁    Must complete HICAP counselor training and/or registration within 6 to 12 months of employment, depending on program needs.    

⦁    Excellent verbal and written communication and interpersonal skills. Bilingual in English and Chinese/Spanish preferred.

⦁    Great attention to detail, good organizational skills and ability to manage and prioritize multiple tasks. 

⦁    Ability to work independently and in a team setting; lift or pull 25 lbs; competent typing skills (60 wpm). 

⦁    Proficient in MS Office, Google Calendar and the Internet.  

⦁    Must be able to travel via public transportation or personal/department vehicle for the performance of job duties.  If driving, must have and maintain a valid CA driver license, satisfactory driving record, and auto insurance coverage as specified in Self-Help's policy.

⦁    Must pass a background check.

Self-Help for the Elderly is an Equal Employment Opportunity/Affirmation Action Employer and we welcome diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, national origin, sexual orientation, disability, protected veteran status or any other characteristics protected by law. We participate in E-Verify.

Qualified applicants with criminal history will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

We may provide reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process, please call (415) 677-7600 for special assistance.