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Program Assistant

Kapolei, HI

Order: 1236604

Job Title: Program Assistant

Industry: Non-Profit

Duration: Direct-Hire

Hours: Monday – Friday, Normal Business Hours; Some weekends and night hours required as needed

Location: Kapolei, HI

Parking: Provided

Pay Rate: $36,000 - $38,000/annual; BOE


Note: Applications will only be reviewed for applicants currently living in the state of Hawaii and who are available for an interview with Staffing Solutions of Hawaii. #SSOH



  • Responsible for overseeing and maintaining central databases of client and program information and ensures compliance with grant-mandated system to include Microsoft Excel, HMIS, MyCaseRecords, and QuickBooks.

  • Supports Case Management department in maintaining files, preparation for audits, and correction of any deficiencies

  • Collects and tracks program rents to include providing receipts to clients, maintaining rent calculation worksheets and waivers, and providing reports to Case Management and Managers

  • Maintains petty cash accounts, tracks distribution of funds, allocates expenses, submits reimbursement request reports, reconciles account, and assists with petty cash audits, prepares weekly petty cash reports, and monitors outstanding balances to be reimbursed

  • Collects, reconciles, tracks, and deposits any other site cash accounts, money orders, and checks such as donations received or site store cash

  • Monitors and maintains supply inventory, coordinates purchases with approval, submits purchase orders, allocates expenses, and monitors vendor balances

  • Coordinates with Program staff to submit requests for supportive service funds to meet client needs

  • Assists with accounting functions and coordinates with Accounts Payable to ensure all deposits and expenses are documented, coded and submitted in a timely manner

  • Assists in maintaining and compiling data for grant applications, reports, budget tracking, and billings

  • Assists & coordinates with Development & Activities Coordinator in recording cash and in-kind contributions and maintaining database of contributors for mailings and solicitations to support programs

  • Assists with coordinating volunteer activities & potential volunteer projects

  • Assists in the planning of annual and other periodic events for donors, partners, clients, and staff

  • Coordinates shipping and post office mailings and tracks receipt of products and donations

  • Assists with program-specific activities as needed such as client screenings, assessment for eligibility, intake documentation, and orientation

  • Assists with human resources activities to include posting positions, pre-screening candidates, scheduling interviews, coordinating orientation and training, and tracking evaluation and eligibility dates

  • Assists supervisors with coordinating staff training and ensuring proper payroll allocations

  • Assists with maintaining Operations Manual and regular review and update of program and organization policies

  • Provides direct and confidential support to management, staff members, and interns

  • Other duties and special projects as assigned


Additional Program-Specific Duties:

  • There are various programs in which a Program Assistant may be assigned to or work with to include Supportive Services for Veteran Families or Permanent Housing that may have additional program-specific duties as outlined below:

  • Performs screening process and assessment for client eligibility for Support Services for Veteran Families Program.

  • Assists with client intake interview process for Supportive Services for Veteran Families Program when needed.

  • Responsible for compiling fund requests, submitting for payment, distribution of payment, and tracking of Temporary Financial Assistance



  • Bachelor’s degree in Social Services, Accounting, Non-Profit Management or related field preferred

  • Must have one year of experience in social services or related field required. Longevity in this role for 1 year.

  • Knowledge of veteran issues, homelessness, and local services a plus

  • Strong MS Excel skills

Other Requirements:

  • Strong computer skills and proficiency in Microsoft Office; applicants may be subject to computer skills testing

  • Highly organized with attention to detail

  • Able to work independently & responsibly

  • Excellent communication skills, both oral and written

  • Enthusiasm, Positive Attitude, Team Player, Flexibility, & Creativity

  • Ability to listen, take direction, and make sound decisions

  • Ability to organize and implement both short-term and long-term projects and programs

  • Must showcase strong longevity in past positions on resume

  • Must be very reliable and committed to this role if offered

  • Must be OK in assisting with back-logged work from the company if requested and necessary

  • Must be OK with working hard, overtime if needed based on business needs, and able to work with flexibility, less structure, and in changing work conditions


ID# 1236604


All offers are contingent upon successful completion of background and reference checks.


Interested Applicants: Please visit us online at www.staffingsolutionsofhawaii.com to view additional positions.  Applications will only be reviewed for applicants currently living in the state of Hawaii and who are available for an interview with Staffing Solutions.


Staffing Solutions of Hawaii:

Staffing Solutions of Hawaii is a local, award winning, and growing privately owned agency in Oahu.  For more than 20 years, our personal approach to building our relationships with renowned companies ensures our employees enjoy competitive pay, stimulating careers and assignments, and excellent growth opportunities, with the chance for it to turn into full-time employment!


We are proud to be an Equal Employment Opportunity and Affirmative Action employer, including females, minorities, protected Veterans and those with disability.