Program Specialist

Program Specialist

SHELTER, Inc. rebuilds lives one family at a time, by helping them re-establish a home and assisting with the skills and resources needed to live the life they deserve. Created in 1986, we are a community-based non-profit currently operating in Contra Costa, Solano, Sacramento, and Marin counties. In 2025 our compassionate teams helped 3,994 people secure or maintain their housing.

We believe a safe home and the opportunity to thrive are rights—not privileges. Every day, our teams have the honor of walking alongside families and individuals as they rebuild their lives. If you're looking for more than just a job—and you want to be the spark that ignites lasting change in your community—you'll find purpose here!

Work Location: Pittsburgh, CA

Employment Details: Full time, non exempt, Monday- Friday during business hours

Compensation: $23.50-30.25/hour

About the Role: We are searching for a Program Specialist that will provide administrative support to our Permanent Supportive Housing, and Rapid Rehousing programs for participants that are survivors of Domestic Violence situations. This role includes clerical tasks such as answering calls, filing, document management, assisting with participant information, data input and more!

What You'll Do:

• Respond to calls and emails, providing high quality customer service by responding promptly, accurately, and professionally to all inquiries and requests for assistance.
• Assist with planning internal and external meetings and events. Create and distribute agendas and meeting minutes.
• Assist with preparation, distribution, and filing of correspondence, notices, invitations, reports, files, etc.
• Responsible for vendor management and scheduling, including invoice management and payments.
• Assist with program/client/tenant file audits to ensure program regulatory compliance.
• Prepare scheduled and ad-hoc reports and validate for accuracy.
• Complete monthly expense reports and credit card reconciliation for supervisor or as assigned.

Data Documentation:

• Keep all relevant data up to date in applicable systems and databases (HMIS, Yardi, Intacct, SalesForce, Nexonia, Rippling etc.)
• Maintain electronic files in accordance with applicable guidelines, completing data entry timely.
• Participate in service trainings and coordinating meetings as directed.

Program Specific:

• Assist with making and documenting client, tenant, landlord contact lists.
• Maintain vendor service provider lists including maintenance vendors, housing availability and prospective landlords, and caseload lists for programs.
• Acting as a liaison to internal and external service resources, including communication and correspondence with referring agencies, landlords, vendors, and service partners.
• Provide coordination of outside vendors, purchases, deliveries, etc.
• Create and manage landlord set up, tracking leases and inspections, ensuring accurate monthly payments, etc.

What You'll Bring:

• Experience that demonstrates a capacity to provide support to managers and staff in various administrative duties as well as special projects.
• Skilled in Microsoft programs.
• Excellent, professional, communication skills, including maintaining confidentiality and setting boundaries.
• Ability to use basic office and computer equipment, including single and multi-line telephones, copiers, scanners, facsimile machines.
• Ability to produce, distribute, organize, files, and store documents (paper and electronic).
• Competency in data entry and ability to work with a web-based database.

Position Requirements:

• A valid California driver license, reliable personal vehicle, current personal auto insurance as required by law.
• Must successfully pass a criminal background check
• Must provide TB test clearance

What We Offer:

• 18 days of Paid Time Off
• 15 paid holidays, including your birthday!
• 100% paid medical insurance (Kaiser, Anthem Blue Cross), dental, vision for employees, 50% for your dependents.
• 100% paid Group Term Life insurance, Accidental Death & Dismemberment, Long-term disability insurance
• Up to $3,000 Tuition Reimbursement a year
• 403b with SHELTER Inc., matching contribution
• Pet Insurance
• Employee Assistance Program
• Discount Marketplace
• Internal growth opportunities

We Value Diversity

SHELTER, Inc., is an equal opportunity employer. We believe diverse perspectives drive innovation and lead to better outcomes for the communities we serve. We strongly encourage applications from individuals with varied backgrounds, identities, and lived experiences.

Notice: This description is a guide only. Upon hire, you will receive a formal job description.