POSITION TITLE: :Program Assistant
STATUS: Non-Exempt
DEPARTMENT: 5749 – Workforce Development
REPORTS TO: :Program Manager
SAFETY SENSITIVE:: LOW: – position is not subject to pre-employment, drug, and alcohol screening.
The starting pay for this position is $19.00 per hour
CHARACTERISTICS OF THE JOB:: Provide clerical and program support to the assigned program(s).
All GIRE employees are expected to embrace our mission, adhere to core values, have respect for others, take pride in their work and themselves, collaborate to meet strategic goals, and strive to be the best version of themselves.
PROVIDES SUPERVISION TO:: :None
RESPONSIBILITIES - ESSENTIAL FUNCTIONS::

• Provide clerical support for administrative and program staff, e.g. filing, copying, typing resumes, cover letters, references, and correspondence from rough draft, processing departmental/agency documents and preparing and setting up files for program components and participants

• Perform data entry to initiate, update, and maintain program and departmental databases

• Assist with participant statistics, e.g., compile data and prepare fundamental reports

• Assist with distribution and collection of program timesheets, attendance and mileage forms, and other time sensitive documents.

• Operate general office machines, e.g., personal computer, copiers, calculator, and fax

• Answer incoming telephone calls in a professional and courteous manner and take accurate messages as needed

• Greet incoming clients and visitors with a positive reception and direct them to the appropriate staff member

• Coordinate vouchers for program and external partners

• Establish and maintain filing systems, including annual purging and archiving of closed files

• Monitor and maintain supply inventory, ordering supplies for the programs as needed and track expenses versus budget

• Update the Mission Services PowerPoint presentations on regular basis

• Provide support to Program Manager, Coordinators, and staff members, as needed

ANCILLARY FUNCTIONS::

• Maintain confidentiality of all participant information and other appropriate materials

• Adhere to all safety policies and procedures

• Adhere to all agency and CARF policies and procedures

• Report accidents, unsafe vehicles, or other unsafe conditions

• Maintain a well-groomed, professional appearance

• Conduct self in a courteous and professional manner

• Attend all scheduled meetings, including safety and online safety trainings

• Serve as backup for other team members as needed

• Perform all other job-related duties as assigned

QUALIFICATIONS::

• High School Diploma or equivalent

• Minimum of 1 year of office experience

• Knowledge and experience with Microsoft Office, including Outlook, Excel, Word, and PowerPoint

• Valid California Driver License, acceptable DMV record, and California auto insurance

DESIRED TRAITS AND COMPETENCIES::

• Respect of others

• Good communication skills, both in writing and orally, to relay information within the business; to respond appropriately to legal and/or sensitive issues

• Ability to perform effectively and cooperatively as part of a team

• Excellent interpersonal skills

• Experience working with diverse populations, including those with disadvantaging barriers to employment

• Ability to take direction from a variety of people

• Highly organized and detail oriented

• Ability to understand, speak and be understood in English. Bilingual English and Spanish preferred.

• Ability to work independently

• Ability to organize multiple priorities and meet agreed-upon deadlines effectively and efficiently

• Aptitude for providing exceptional customer service to clients, funders and other stakeholders

• Problem solving skills and sound judgment

• Ability to learn new software and applications

WORK ENVIRONMENT:: Clean, well-ventilated office space, overhead lighting, carpet, temperate climate, and constant exposure to moderate business office noise levels, such as office machines, conversations, and foot traffic.
PHYSICAL REQUIREMENTS:: Standing/sitting intermittently throughout the work shift; repetitive finger movements with frequent computer use; bending and stooping. Good visual acuity. Ability to regularly lift and move 10 pounds and occasionally lift and move up to 25 pounds, with or without accommodation.
PROMOTIONAL OPPORTUNITIES::
Position promotable to Employment Services Specialist-01 with demonstrated mastery of skills, acquisition of relevant trainings, certifications, or experience, as positions are available. All promotions are based on business needs and demonstrated skills and achievements.
Minorities and People with Disabilities are encouraged to apply.
GW4619