Program Assistant

Division: Bureau of Programs and Services

Department: Supportive Services for Veterans Families (SSVF)

Shift: 1st

Status: Full Time Non-Exempt

Reports to: SSVF Program Manager


Job Purpose

The overall purpose of the Program Assistant in the Supportive Services for Veteran’s Families (SSVF) program is to provide administrative and programmatic support to the SSVF program while supporting the SSVF Program Manager.

Duties and Responsibilities

  • Greet and welcome all guests and visitors promptly, professional, and courteously
  • Perform a variety of administrative and clerical duties including but not limited to:
    • Answering phones
    • Typing
    • Proofreading program documents
    • Responding to staff e-mail inquiries
    • Travel logistics for staff (conferences, seminars, and special events)
    • Copying/ Collating
    • Faxing
    • Filing
    • Mailing
    • Ordering business cards, office supplies and maintaining inventory
  • Serve as back-up to the Intake/CoC Liaison
  • Schedule, set up, and confirm meetings/appointments  for participants
  • Promptly and accurately assess and process all voice and e-mail messages
  • Ensure that all office equipment is in working condition and stocked with supplies
    • Order supplies to ensure there is always an item on-hand
    • Review invoices for accuracy
  • Assist Case Managers and program staff with client follow-up and data entry
  • Maintain the file room
  • Other duties as assigned or requested

Other Skills and Abilities

  • Adept at learning and using all features of a telephone system to include voice-mail
  • Effective communication skills across all avenues of communication
  • High level of time management and organizational skills to facilitate meeting program deadlines
  • Intermediate computer skills
  • Ability to work as a member of a team
  • Flexible to changing work demands
  • Self-Motivated


  • Associate’s degree in Social Services is preferred although a High school diploma or GED will suffice 
  • Minimum two years of clerical experience or completion of a one-year secretarial program
  • Valid Wisconsin driver’s license in good standing
  • Valid and current proof of auto insurance required

Working Conditions

General office environment. The working environment is generally favorable. Lighting and temperature are adequate and there are no hazardous or unpleasant conditions. Work is performed in an office environment with standard office equipment available. Travel will be less than 10% and is generally local.

Physical Requirements

Work is generally sedentary in nature and will require standing and walking for up to 25% of the time. There will occasionally be bending, lifting, and carrying of up to 10-15 pounds.

Direct Reports

There are no direct reports.


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.