The Program Specialist performs complex and confidential administrative related functions to ensure assigned program’s operations flow smoothly. The Specialist will provide essential coordination and oversight relating to the administrative requirements and provide quality customer service to landlords, partners and participants. The Specialist will assist in ensuring that the assigned program is ready to respond to all requests for data and audits. The Program Specialist is an integral member of the Housing Team and works collaboratively with all aspects of NVFS programs, representatives from Housing Departments, Departments of Social Service, local Continuum of Care (CoC), and representatives of other non-profit agencies and the faith community.
In partnership with the Loudoun County Government, NVFS will provide financial assistance for basic safety needs and targeted case management to Loudoun County residents who have been disproportionately impacted by the COVID-19 pandemic. The Loudoun Safety Net Program’s primary goal is to relieve the financial barrier that may prevent vulnerable residents from quarantining or isolating due to COVID-19 exposure or a positive test result. Services offered will focus on populations of greatest need in the county with an emphasis on those who are suffering from the economic and social effects of COVID-19. In addition to providing financial assistance to eligible households, other components of the Program will include referrals to County and Community Based Organizations (CBO’s.)
Essential Job Duties: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with known disabilities to perform the essential functions.
• Maintain responsibility for general administrative support functions to the department to ensure efficient program processes and procedures in support of the assigned program.
• Answer phone calls and respond to requests from clients, landlords, non-profit partners and county staff in a timely manner.
• Gather, verify, evaluate, and submit necessary social, financial, and medical information to determine program eligibility.
• Determine initial and continuing eligibility of households for assigned program.
• Prepare workbook summaries of findings to be used in authorization of eligibility for program, ensuring compliance with applicable programmatic, regulations, policies and procedures.
• Determine monthly subsidy payments.
• Maintain complete and accurate computerized and/or paper records of client eligibility and prepare reports as required.
• Ensure timely processing of applications to meet client needs and program mandates.
• Complete reinvestigations as required by program policy, to ensure continued eligibility for agency services.
• Explain and interpret agency policy, procedures, and rules to clients and other individuals.
• Inform clients of their rights and procedures for appeal.
• Compose, edit, proofread and distribute memos, letters and general correspondence as needed.
• Follow-up with clients, case managers and landlords as needed.
• Upon review of documentation, compile and prepare financial check requests for appropriate signatures.
• Maintain and perform data entry to ensure that clients are unduplicated. Ensure maintenance and integrity of database.
• Attend client case conferences.
• Maintain collaboration with Integrated Services Team & Community Support Services.
• Provide support in events planning.
• Prepare and assemble materials for various meetings.
• Maintains files in accordance with program requirements and NVFS guidelines.
• Participate in regular supervision with Supervisor by providing regular updates.
• Maintain current level of knowledge on NVFS programs and events.
Qualification Requirements: An individual may obtain skills through a variety of professional, personal, educational, and volunteer experiences. The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform essential job duties.
• Bachelor’s degree preferred.
• At least one (1) year of related work experience in administrative support preferred.
• Proficiency in usage of basic technological tools including laptops/computers, email, phones, and internet. Working knowledge of Microsoft Office Suite required.
• Oral and written fluency in English; other language skills always welcome.
• Must have some knowledge of mathematics and accounting principles used in eligibility calculation.
• Demonstrated ability to communicate and interact effectively with a diverse client base and landlords, including interviewing and negotiation principles and techniques.
• Ability to appropriately assess various client cases and situations and determine most appropriate course of action to ensure conformity with established eligibility guidelines.
• Must be able to demonstrate and live the organizational values of Communication, Integrity, Respect, Collaboration, and Accountability.
At Northern Virginia Family Service (NVFS), we value the diversity of backgrounds, experience, perspectives, and skillsets that we collectively provide to our community, clients and coworkers. We celebrate and thrive on our differences and welcome everyone’s unique contributions. NVFS is committed to advancing equity, embracing diversity, and promoting inclusion and is an equal opportunity employer. NVFS is an E-Verify participant and drug-free workplace.
NVFS values diversity in our workforce. We strongly encourage all interested individuals to apply, including people of color, all genders and gender identities, people of all abilities, LGBTQ+ individuals, other members of marginalized communities, veterans and national service alumni.