Shelter Program Assistant
Important:
To apply, please submit your cover letter and resume on the following link;
Position Title: Shelter Program Assistant
Organization: Jewish Family Service of San Diego
Department: Immigration Services – Migrant Shelter Services
Position Type: Full-Time (37.5+ hours/week), Non-Exempt
Work Setting: Onsite
Reports To: Program Assistant Coordinator
Pay Range: $23.18/hour
Total Compensation:
In addition to standard pay, compensation for this position includes:
- Comprehensive, low-cost healthcare coverage for employees
- Generous employer 401(k) contributions
- Employer-covered life insurance
Time Away from Work:
Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:
- Paid vacation time and sick leave
- 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
- 2 Wellness Days to be taken any time during the year to support employees’ mental wellness
Position Overview:
The Shelter Program Assistant provides support for multi-layered legal, humanitarian, and respite shelter program operations, that serves asylum seekers who have been released into the United States by the Department of Homeland Security. In addition to general clerical functions, the Shelter Program Assistant will assist in ensuring accuracy and compliance for Shelter finances by monitoring and reconciling the accounts, processing, and maintenance of accounts payable, accounts receivable, and financial review.
Responsibilities:
- Internal program reconciliation of financial transactions: program invoices, auxiliary credit cards, gift cards, petty cash, cash disbursed/received, expenses
- Assist with reconciliation and account coding of main shelter credit cards within banking system
- Review and process staff and volunteer reimbursements
- Review and enter all invoices for processing into Papersave
- Identify and resolve discrepancies with supportive documentation
- Maintain systems in place to streamline collaboration – accuracy in file names, detailed notes, color-coding, real-time status updates, group emails, Teams chats
- Follow detailed processes and collaborate on improving process for efficiency and compliance
- Cash handling – reconciling, counting, recording, transporting
- Produce programmatic reports based on financial information
- Provide Support to other Program Assistants – finance and inventory
- Participate in required training
- Other duties as assigned
The responsibilities below are assigned depending on experience
- Coding and reconciliation of main shelter credit cards within banking system
- Gift card reconciliation and audits with the JFS Accounting team
- Assist with Shelter Budget/Forecasting
- Create, maintain, and revise process related to shelter operations finances
- Interface with shelter leadership, immigration services division, and Accounting Department routinely to address complex items
- Overseeing all finance tasks for accuracy, progress, deadlines
- Provide direct mentorship and training to other Program Assistants
- Assisting with new/temporary tasks at the needs of shelter leadership
Skills/Experience/Abilities That Are a Must-Have:
- Associate degree in business related field, such as Accounting or Finance is preferred; two years related experience and/or training; or the equivalent combination of education and experience
- At least one year of prior relevant experience providing administrative support in an office setting
- Ability to prioritize, plan, multi-task, and organize, in a fast paced and fluid environment to meet challenging deadlines in a timely order
- Strong attention to detail for spreadsheets, tracking, and task documentation
- Strong deductive reasoning skills and logical thinking to solve complex discrepancies
- Ability to maintain accurate records and data for compliance and operational continuity
- Proven ability to work independently, taking initiative and utilizing resources to complete tasks with minimal supervision
- Proven ability to work with a team as an active collaborator
- Commitment to excellence and ability to provide high quality work
- Must be proficient in English with excellent verbal and written communication skills and timely responsiveness.
- Must have ability to maintain professionalism and positive interpersonal interactions
- Proficient in Microsoft Office: Excel, Word, Outlook, and Teams. Proficient in Keyboarding skills including 10-Key.
- Strong relational skills and a demonstrated cross-cultural understanding
- Possesses strong conflict management and conflict resolution skills
- Must be willing to occasionally adjust the work schedule based on operational need including overtime as needed
- Proven capability to maintain a high degree of confidentiality and discretion
- Prior experience working in a nonprofit setting preferred
- Bilingual (English and Spanish) preferred
- Valid driver’s license, access to an automobile, insurance, and willingness to drive to off-site locations
Physical Demands of the Job:
- Stand, walk and use hands and arms to use a keyboard, handle papers, and reach for the phone
- Extended work with computer
- Close, distance, color and peripheral vision
- Occasionally climb or balance, stoop, kneel, crouch or crawl
- Concentration and good hearing are required
- Heavy Work – Exerting up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects
- Climbing - Ascending or descending ladders, stairs, ramps, and the like, using feet and legs and/or hands and arms
- Balancing – Maintaining body equilibrium to prevent falling and walking and standing
- Stooping – Bending downward and forward by bending spine at the waist
- Kneeling – Bending legs at knee to come to a rest on knee or knees
- Crouching – Bending the body downward and forward by bending leg and spine
- Reaching – Extending hand(s) and arm(s) in any directions
- Standing – Particularly for sustained periods of times
- Walking – Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another
- Pushing – Using upper extremities to press against something with steady force in order to thrust forward, downward or outward
- Pulling – Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion
- Lifting – Raising Objects from a lower to a higher position or moving objects horizontally from position to position
- Grasping – Applying pressure to an object with the fingers and palm
- Hearing – Perceiving the nature of sounds at normal speaking levels with or without correction
- Ability to receive detailed information through oral communication
- Repetitive Motion – Substantial movements (motions) of the wrists, hands and/or fingers
- The worker is subject to varied environmental conditions. Work activities occur inside and outside
- The worker could be subject to extreme cold/heat
- The worker is subject to noise. There is enough noise to cause the worker to shout in order to be heard above ambient noise level
- The worker is subject to hazards. Includes a variety of physical conditions, such as proximity to moving vehicles, or exposure to chemicals
- The worker will be in an environment with possible communicable illnesses and must be comfortable performing the duties in this type of environment
Read to Move Forward:
To apply, please submit your cover letter and resume on the following link;
Important Notice:
Incomplete submissions will not be considered. Please, no phone calls. Please, principals only. Please, local candidates only (relocation is not provided).
About Jewish Family Service of San Diego
Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community. For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving. At Jewish Family Service, we believe our employees are the backbone of our Agency. We strive to ensure that each employee is treated with dignity and respect. Our goal is your success. Come work at JFS and be our partner in Moving Forward Together. To learn more about JFS, please visit jfssd.org.
*Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.