Program Assistant

Job Title:                                      Program Assistant (Family Services)

Program/Dept.:                     Family Services 

Reports To:                            Family Services Director

FLSA Status:                         Regular/Full-Time/Non-Exempt

Probationary Period:           Ninety (90) days

Work Schedule:                    40 hours/week

Salary Range:                       Updated Annually

GENERAL DESCRIPTION

The Program Assistant performs a variety of duties related to the administrative functions of the multiple programs within Family Services including CFSS, FRC, Kinship, and HFA. The PA provides general clerical tasks including but not limited to providing customer service to families at Cold Spring Manor, recording and maintenance of meeting minutes, and scheduling of a variety of meetings and events.

EDUCATION and/or EXPERIENCE

• Minimum High School diploma or GED.   
• Minimum of two years of related clerical / administrative experience. 
• Knowledge of general office procedures and equipment.
• Considerable knowledge of English grammar, sentence structure and spelling.
• Demonstrated computer proficiency in Microsoft Outlook, Word, and Excel, Publisher, and Internet navigation. 

ESSENTIAL DUTIES AND RESPONSIBILITIES  

• Maintain records of meetings to include attendance, transcription, distribution, and maintenance of minutes, along with meeting notices and agendas.
• Ensure and maintain sufficient inventory tracking and place all orders of office supplies on site.   
• Design and/or update program forms incorporating changes approved by Management Team.
• Update onsite, bulletin boards, and resource locations with various documents, flyers, program calendar, training material, intake folders, handbooks, etc. 
• Assist Family Services team in coordination of CAC Meetings and Family Engagement activities / events including outreach emails, attendance tracking, and data entry.
• Coordinate training meeting logistics and materials for staff.  
• File, photocopy and prepare mailings or other programmatic materials. 
• Operate office machines including copier and fax machines. 
• Attend trainings and meetings as requested. 
• Special projects or other duties as may be assigned.
• Completes Medicaid Billing for programs 
• Uploads and completes filing, and data entry needs for programs in various data systems not limited to Empower and FSDS.
• Provide customer service for walk-ins at Cold Spring Manor, including assisting with Fuel applications, food pantry needs, and resource navigation

OTHER QUALIFICATIONS

• Strong commitment to maintaining confidentiality 
• Adequate typing skills
• Excellent organization and time management skills with ability to prioritize and manage workload and deadlines
• Excellent problem-solving skills
• Ability to work independently as well as in a team environment
• Ability to work flexible hours and travel when necessary.
• Knowledge of and sensitivity to the unique challenges faced by families living in poverty.
• Reliable source of transportation with 100/300 liability insurance coverage.
• Physical strength/endurance/mobility to perform in a standard daily required work routine (i.e., walking, sitting, lifting, and driving to various sites as required).

COMMUNICATION SKILLS

• Pleasant, articulate, and able to communicate effectively with staff, volunteers, and families on a regular basis.
• Excellent communication skills and ability to follow verbal and written instructions. 
• Ability to read, write, and communicate instructions

SUPERVISORY RESPONSIBILITIES

GENERAL EXPECTATIONS

• Plan, coordinate, organize and prioritize work.
• Model direct, positive, honest, and respectful behavior in every aspect of work with children, families, staff, and community members. 
• Energetically engage people, issues, and work.
• Apply the highest ethical standards to themselves and others on a daily basis. 
• Support others in their efforts to be productive and effective and succeed in work and life.
• Actively participate in teambuilding, which includes sharing ideas and mutual support of team members.  
• Consistently use interpersonal skills that are appropriate for individual styles, personalities, cultures, the nature of the work, and the environment in which the work is being done. 
• Practice honest, respectful, and direct communication as well as active listening. 
• Respect confidentiality of information about agency staff, personnel issues, and other program operations.  
• Maintain a positive and productive attitude regarding the Head Start Program and the Agency when interacting both within Head Start and with the greater community.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver's License and insured vehicle for use on the job or acceptable alternative. 

SPECIAL REQUIREMNT: Head Start and childcare licensing requires a criminal record check and finger printing to be completed prior to employment.   An initial physical examination record, including a TB screening must be obtained within 60 days of hire, updated every three years, and kept on file with Human Resources.  If a TB screening indicates high risk, results of a TB test must be kept on file including any treatment received.  An initial driving record check will be conducted.  License information will also be submitted to the agency’s automobile insurance carrier.  

MISSION VISION &VALUES 

Our Mission: To reduce barriers to help clients improve their economic stability and well-being through education, advocacy and partnerships

Our Vision:   To eliminate poverty

Our Values:   Communication, Collaboration, Client-Focus, Accountability