Case Admnstrator-11-330-SC/CIS Ventura

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message and mission are grounded in the bible. At the heart of the ministry is a deep commitment fueled by the divine love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

The Case Administrator provides essential administrative support to the Program Coordinator, manages presentations, organizes historical documents, prepares reports, and supports a caseload of homeless veterans in securing permanent housing. This role also ensures a welcoming environment for guests and maintains office cleanliness, inventory, and operability.

Essential Functions

• Maintaining detailed and accurate records of client interactions and progress using relevant software or systems.
• Scheduling appointments (housing), arranging transportation (Lyft), and other needs for participants.
• Communicating with participants, their families, and a network of service providers to ensure the timely delivery of services.
• Provide comprehensive case management services to a designated caseload.
• Guide single veterans/families through the housing process from initial steps to move-in.
• Consolidate SBV DATA and submit a monthly report to the Program Analysis Specialist (Los Angeles).
• Track and collaborate with the Administrative Finance Specialist (Los Angeles) and Divisional Headquarters Finance with all Temporary Financial Assistant checks.
• Track and collaborate with the Administrative Finance Specialist with Outstanding checks and Returned checks.
• Input DATA in the Homeless Management Information System (HMIS) in Santa Barbara and Ventura. Generate "Program roster" reports.
• Acquire access to Property Shark, TIN Check, U.S. Bank, and Shelby systems to assist case managers and the SSVF Coordinator
• Maintains the SSVF Coordinator's company credit card by filing and submitting program charges made to LYFT, INSTACART, Amazon and other required program supportive services.
• Assists in the development of presentations using PowerPoint and Excel.
• Conduct program presentation for the Supportive Services for Veteran Families (SSVF) and Homeless Veteran Reintegration Program (HVRP) to community providers, Shelters, and GPD programs.
• Gain knowledge of veteran programs within The Salvation Army and maximize the ability to collaborate with the programs to provide temporary housing for veterans.
• Collaborate with the Administrative Assistant in Los Angeles to ensure all policies & procedures are consistent across all counties.
• Conduct sites visit between Ventura and Santa Barbara offices. Establish a schedule for covering both sites.
• Maintains staff confidence and protects operations by keeping confidential information.
• Completes administrative duties as needed including tracking required annual training, new employee employment verifications, new employee orientation, office equipment, program supplies, and other administrative tracking reports.
• Prepares bi-weekly reports of any outstanding program training or employee training to the Director.
• Secures information by completing database backups.
• Ensure operation of equipment by completing preventive maintenance requirements, following manufacturers.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Maintains professional and technical knowledge by attending educational workshops; and reviewing professional publications.
• Maintain a level of professional and technical knowledge of the SSVF Program and understand the complexity of authorized expenditures.
• Contributes to team effort by accomplishing related results as needed.
• Other related duties as assigned by the Coordinator, Program Manager, and/or Director.

Working Conditions

Must be able to sit, walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Must be able to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Must be able to lift-up to twenty-five (25) pounds.

Minimum Qualifications

• Associate degree or equivalent post-secondary coursework required. Bachelor's degree preferred
• Minimum 2 years' experience as an administrative assistant and case management.
• Computer knowledgeable.
• Must possess a valid California Driver's License.
• Able to pass an annual MVR to accomplish job responsibilities.
• Applicants must pass a criminal background check.
• Frequent travel to participant sites within the tri-state area.

Skills, Knowledge & Abilities

• Excellent written and verbal skills.
• Proficient in Microsoft Office Skills (Word, Excel, PowerPoint).
• Strong organizational and project management skills.
• Balance competing deadlines and demands while maintaining a high level of precision.
• Thrive in a collaborative environment.
• Capable of meeting deadlines.