Job Description

Major Function

Performs administrative and office support duties for the Programs Department; provides customer service, clerical, processing and / or internal financial related duties, which may require varying degrees of independent judgment.

Major Duties

Note : The following duties are the responsibility of the position but not to be considered exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.

• Update tracking logs; scans and file hard copies of all information pertaining to funded agency contracts.
• Prepares and distributes annual contract packets for all funded agency contracts; reviews for accuracy, assembles, processes and finalizes all program-funded contracts;

prepares cover letters, mails, and obtains signatures from all parties.

• Provides assistance to providers on contract process; responds to inquiries from providers and provides them with technical and procedural information based on the contract manual.
• Processes and finalizes all contract amendments in collaboration with the contract manager; reviews, edits, mails, and obtains signatures from all parties.
• Provides administrative support in planning program department events in collaboration with other department leads which may include participation in planning and scheduling meetings;
• invitation and registration support; disseminating event announcements, information and reminders; providing support in the creation and submission of training materials;

and / or summarizing workgroup products and evaluations.

• Recommends guidelines and implements administrative procedures to ensure operational efficiency, to support effective administration of contract development or administrative monitoring.
• Assists the Director of Programs with special projects (i.e annual compilations from provider quarterly contract reports).
• Assists with organizational quality assurance efforts.
• Provides front desk support coverage as needed by facilities department.
• Prepare annual disaster form binder representing all funded programs.
• Participates in staff meetings, trainings and joint Supervision of Contract Management Specialists.

Performs other related duties as required.

Knowledge, Skills, & Abilities

• Proficiency with Microsoft Office Suite
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Skill in the use of computers, computer related software or programs, local networks, databases and internet search engines.
• Ability to handle restricted, sensitive and confidential information.
• Skill in communication and effective writing.
• Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches.
• Ability to serve the public and represent the department director or agency head with courtesy and professionalism.
• Strong communication skills and dedication to mission and values of the organization.

Possession of a valid Driver License.

Graduation from an accredited four-year degree granting college or university OR an associate degree from an accredited college or university and two years of professional administrative experience OR High school diploma and five years of professional administrative experience.

Last updated : 2024-03-07