The Program Assistant is responsible for the clerical administration of the Operations Program from Intake to Final reporting. This position ensures accuracy and detailed compliance with all program requirements and company policies. The Program Assistant responsibilities will also include working with Intake and any other duties as assigned.
Operations Duties:
· Manages and maintains current Subcontractor COI for Liability and Worker’s Comp Audit.
· Review eligibility and process all new incoming jobs prepared by Intake
· Research and confirm job history for Program Eligibility before assigning Jobs to Subcontractors.
· Verify that Subcontractor is current on their COI and Worker’s Comp, then Assign Job to Subcontractor.
· Contacts Homeowner to confirm work to be done before sending out Subcontractor.
· Uploads all Operations’ Jobs-in-Progress to Dropbox.
· Proposals - Review to ensure they meet Program Guidelines. Return Approval back to Subcontractor.
· Invoices - Review and confirm that Invoices agree with Proposals
· Review Job Folder to ensure that all required documents are correct, complete, and included in folder.
· Send approved Invoices to Accounting to prepare Lien Waivers and process Invoice Payment
· Oversee outstanding Jobs-in-Progress for status, efficiency, and completion, keeping homeowners informed.
· Process Job folders after the job has been completed, scanning final paperwork to Operations’ Dropbox.
· Move Completed Job Folder to Final Completed Jobs for processing.
· Responsible for quarterly audits of operations records and on-site quality control
· Assist Volunteer Coordinator
Program Processing Duties:
· Process Final Completed Jobs by calculating Final Job Costs and auditing job folders for required documents.
· Manages and updates completed Job Spreadsheet for all Restricted Fund Programs.
· Assign permanent job numbers, batch, and create a weekly draw sheet for Restricted Program Fund transfer.
· Monitors available Restricted Fund Balances for all programs on current draw sheet.
· Works with Bookkeeper for Lien Waiver Verification and Payment Approval.
· Once Invoice payment is approved, Job Folders are scanned to that job folder in Operations Dropbox then moved to Final Completed Jobs. Intake Specialist will then update Master Database and file job folder in completed job file cabinet.
· Help coordinate all HopeWorks ministry meetings
· Keep accurate records and statistics for all HopeWorks events and Volunteer projects
· Oversee Intake management
Job Requirements:
· Some College with Business Experience preferred
· Proficient knowledge of Microsoft Office - Excel is essential
· Detail Oriented, Accuracy, and Organization essential
· Familiar with Office Management Procedures
· Strong Written and Verbal Communication Skills
· Ability to work independently
· Flexible to engage in other duties as assigned
Company DescriptionHopeWorks is a local Christian ministry that has been operating in the Atlanta area for over 43 years. Our mission is to see low-income senior homeowners “Spiritually Active in their relationship with Jesus Christ while helping them to age in place in their own homes.” We accomplish this by providing them with free home repairs as well as weekly and monthly ministry programs. This position is a great opportunity to get first-hand ministry experience while helping our low-income senior homeowners (mostly widows) thus fulfilling James 1:27 which tells us to “look after widows in their distress...”Company DescriptionHopeWorks is a local Christian ministry that has been operating in the Atlanta area for over 43 years. Our mission is to see low-income senior homeowners “Spiritually Active in their relationship with Jesus Christ while helping them to age in place in their own homes.” We accomplish this by providing them with free home repairs as well as weekly and monthly ministry programs. This position is a great opportunity to get first-hand ministry experience while helping our low-income senior homeowners (mostly widows) thus fulfilling James 1:27 which tells us to “look after widows in their distress...” Read Less
