Office Manager ERAP/HPP

Salary: $31.95 per hour

Location: On site 5 days a week

The Homeless Prevention Program, and  CCSF Emergency Rental Assistance Program (ERAP),  provide coordinated services and resources to individuals and families experiencing or at risk of homelessness in San Francisco. Programs may provide rental assistance, housing stabilization services, landlord mediation, referrals to legal and tenancy services, short-term case management, coordinated access, and connections to community resources.

The Office Manager is responsible for the day-to-day administrative and operational functions supporting these programs. The position provides administrative leadership and coordination to ensure efficient office operations, accurate documentation and data management, timely processing of financial and program-related transactions, effective communication, and compliance with agency and funder requirements.

The Office Manager works closely with Program Managers, Program Directors, program staff, finance, human resources, information technology, vendors, and external partners to support program operations and service delivery. The position requires a high level of organization, confidentiality, attention to detail, independent judgment, and the ability to manage multiple priorities in a fast-paced, client-centered environment

Office & Program Operations

• Manage the day-to-day administrative operations of the Homeless Prevention Program, and CCSF ERAP
• Serve as a central administrative resource for program leadership and staff.
• Maintain organized and accessible program, vendor, and administrative files in accordance with agency policies and applicable confidentiality requirements.
• Develop and maintain office procedures, administrative systems, tracking tools, forms, and workflows to improve program efficiency.
• Coordinate office space, equipment, supplies, technology, mail, deliveries, and other operational needs.
• Maintain an inventory of office supplies and equipment and coordinate ordering and replenishment.
• Coordinate office maintenance and communicate facility or technology needs to appropriate departments.
• Coordinate master calendars, meetings, staff schedules, trainings, events, and other program activities.
• Prepare agendas, meeting materials, minutes, reports, and follow-up items as requested.
• Provide administrative support to Program Managers and Directors on special projects and operational initiatives.

Homeless Prevention & Housing Program Support

• Provide administrative support for rental assistance, information and referral. Support Clients with application process.
• Assist staff with tracking client assistance, program activities, documentation, and required follow-up.
• Support the timely collection, organization, and maintenance of documentation required for client assistance and program compliance.
• Coordinate with program staff regarding outstanding documentation, deadlines, payments, and other administrative requirements.
• Maintain tracking systems for program applications, assistance, payments, referrals, and other program activities as assigned.
• Support communication with landlords, vendors, community partners, and other stakeholders as directed by program leadership.

CCSF ERAP Administrative Support

• Provide administrative coordination and operational support for the CCSF Emergency Rental Assistance Program (ERAP).
• Assist with tracking applications, eligibility documentation, rental assistance, payments, program milestones, and outstanding items.
• Ensure program records and supporting documentation are organized and maintained according to contract and agency requirements.
• Assist program leadership with monitoring deadlines and deliverables associated with CCSF ERAP.
• Prepare and maintain tracking reports and spreadsheets related to program performance, client assistance, expenditures, and administrative activities.
• Support the preparation of documentation for monitoring visits, audits, funder reviews, and contract reporting.
• Communicate with internal departments and external partners regarding administrative and documentation requirements.

Fiscal & Administrative Responsibilities

• Process and code invoices, bills, purchase requests, and other financial documents in accordance with agency procedures.
• Obtain required approvals and submit documentation to Accounts Payable in a timely manner.
• Track program expenditures, fees, purchase orders, and other financial activity as assigned.
• Maintain administrative and fiscal tracking spreadsheets and reconcile information as needed.
• Communicate with vendors regarding invoices, account status, services, and payment questions.
• Maintain documentation necessary to support financial and program audits.

Data, Reporting & Compliance

• Enter, maintain, and retrieve information in local, and agency databases and systems.
• Prepare routine and ad hoc reports for program management, Catholic Charities, CCSF, and other funders as assigned.
• Monitor administrative deadlines and assist program leadership with timely completion of required reports and deliverables.
• Support data quality assurance activities and identify discrepancies or missing information for follow-up.
• Maintain confidentiality of client, personnel, financial, and organizational information.
• Assist with internal and external audits, monitoring visits, and compliance reviews.
• Follow agency policies, funder requirements, contractual obligations, and applicable laws and regulations.

Communication & Customer Service

• Serve as a professional and welcoming point of contact for clients, staff, landlords, vendors, community partners, and visitors.
• Respond to routine administrative questions and direct complex inquiries to the appropriate staff member.
• Communicate clearly and respectfully with individuals from diverse backgrounds and with varying levels of access to resources.
• Maintain a client-centered, trauma-informed, culturally responsive, and professional approach in all interactions.
• Handle sensitive and confidential information with discretion.
• Address routine administrative problems independently and escalate issues appropriately.

Other Duties

• Work during days/hours most useful to support program and management needs.
• Participate in staff meetings, trainings, community meetings, and agency activities as required.
• Provide cross-program administrative coverage and support when needed.
• Assist with special projects and other duties as assigned by program leadership.
• Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

• Bachelor’s Degree in Administration preferred or 3 years related experience equivalent experience
• Experience working with unhoused/homeless populations

Knowledge, Skills & Abilities:

• Functional knowledge of Microsoft Office Products
• Knowledge of mandatory reporting requirements for people working with adults
• Knowledge of issues facing unhoused/homeless
• Must be able to read and write English and possess written and verbal communication skills
• Customer Service
• Achievement oriented
• Teamwork and cooperation
• Client centered
• Organizational awareness
• Strong coordination skills
• Knowledge of community resources for target population
• Strong knowledge of substance abuse and mental health issues and treatment models, including Harm Reduction
• Ability to assess emergency situations and react accordingly by accessing appropriate medical/social
• Ability to prioritize tasks with strong organizational skills
• Knowledge of San Francisco County social services networks
• Ability to design systems and processes to track data and monitor progress
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in cross-cultural

Prerequisites Required Prior to the First Day of Employment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Frequent bending, standing, stooping, kneeling, reaching, twisting, and
• Occasional lifting, pushing, and
• Frequent repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or
• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Contact with clients who may have behavioral and psychiatric problems including shouting, use of profanity and inappropriate behavioral
• Noise level in work environment is usually moderate and consistent with a normal office
• Occasionally exposed to perfume or scents in personal care products used by
• The incumbent is assigned duties according to specified procedures and receives detailed instructions. Work is reviewed frequently. The employee performs a variety of routine work within established policies and procedures, and receives instructions on assignments, new policies, or
• The work environment is a typical office
• Noise level in work environment is usually moderate in accordance with a typical office
• May include contact with clients with mental health issues who demonstrate behaviors such as use of profanity, shouting, running away, self-harm and
• Occasional need to interact with clients that may be expressing anger both appropriately and in appropriately.
• The work environment includes contact with many children, who may be loud and at times behaviorally challenged.
• The work environment will include children ages 0 months to 5 years
• The work environment will include children ages 4 to 17 years
• The work environment will include children ages 8 to 14 years
• The worker is occasionally exposed to perfume or scents in personal care products used by employees, clients, and
• The worker is occasionally exposed to cleaning
• The worker is regularly exposed to arts and crafts supplies that may contain an odor such as non-toxic paint, glue, permanent markers, dry erase markers and
• The worker is subject to oils: There is air and/or skin exposure to oils and other
• The worker is required to wear a
• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature
• The work environment includes traveling using various modes of
• The work environment may include driving an agency

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

In accordance with the requirements of title II of the Americans with Disabilities Act of 1990 ("ADA"), Catholic Charities SF does not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities. Furthermore, Catholic Charities SF does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under title I of the ADA

CATHOLIC CHARITIES IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER and is committed to providing equal employment without regard to race, color, creed, religion, national origin, ancestry, age, sex, sexual orientation, gender identity, legal domicile status, veteran status, disability or AIDS/HIV status or any other characteristic protected under federal or state law.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for