Program Assistant

TITLE: Program Assistant

DEPARTMENT: Early Childhood Services

LOCATION: Bushwick Child & Family Center: 319 Stanhope St., Brooklyn, NY 11237

REPORTS TO: Early Head Start-Child Care Partnership (EHS-CCP) Program Manager

SALARY RANGE: $39,990.19 - $51,879.17 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)

DATE: August 2025

SCHEDULE: Monday - Friday, 8am - 4pm, or 9am - 5pm. Schedule may vary due to program needs.

JOB SUMMARY: Responsible for handling both the administrative & financial tasks to support the Early Head Start Child Care Partnership Program’s overall operations.

EDUCATION, EXPERIENCE AND SKILL REQUIREMENTS:

• Associates degree or BA degree in Business Administration or related field required
• Excellent oral & written communication skills; ability to communicate clearly
• Excellent interpersonal skills
• Able to work independently & collaboratively
• Proficient in Microsoft Word & Excel and also in Google Docs & Sheets
• Must be able to maintain confidentiality, efficient time management, excellent organizational skills and attention to details and accuracy.
• Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
• Strong desire to gain knowledge and adheres to Head Start Performance Standards & other fiscal requirements (local/state)
• Bilingual - Spanish speaking

PRE-EMPLOYMENT REQUIREMENTS:

• Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)
• Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards
• Mandated Reporter training certificate (every 2 years) and comply with agency’s policy and procedure regarding identification and reporting of child abuse and neglect
• Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment.
• Meets all health requirements in Article 47 (DOHMH) and Head Start Performance standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Program Support - Manage office operations in collaboration with the EHS-CC Partnership Program Manager, program staff, partners, consultants and vendors such as; administration of managing calendars, provider list, scheduling meetings and preparing documents.
• General Office Support - Performing general office duties such as answering phones, managing correspondence, delivery packages, maintaining files, document preparations for meetings, including sign- in sheet, minutes of all meetings.
• Update policies and procedures as needed to ensure HSPPS Program and Design Management requirements.
• Update and maintain in the drive files Partner Licenses, Liability Insurance and other docs as necessary.
• Financial Record Keeping/Reporting - Maintain budget functions such as; tracking accurate financial records - expenses and payments. Coordinate with BTQ Fiscal Monitor on partner inquiries. Follow up with vendors when needed, assist with the preparation of monthly in-kinds from donations/volunteer work. Assist EHS CC Program Manager in reviewing variance reports.
• Data Entry - Inputting financial data into accounting systems, ensuring accuracy and completeness. Consists of inventory of expenses - office supplies, program supplies, and diapering supplies/ classroom materials for partner sites.
• Invoicing and Payments - Preparing and process by coding invoices, managing accounts payable and receivable, and ensuring timely payments during aging report.
• Communication/Coordination - Maintain ongoing communication with GSS management, program staff, vendors, and program partners.
• For orders and events logistics (i.e., ordering supplies, food service, car service, assisting with event set-up, etc.)
• Reminders, order confirmations and any related communication.
• HR Support & Requirements - Process future staff & volunteer forms/documents related to HR onboarding (i.e. Department of Investigations, and Statewide Central Registry Checks) 
• Assist with all required training and certification, scheduling, set up, & follow up.
• Update staff files and required training in COPA HR.
• Update on employee health forms. Assist in updating professional development/training/conferences.
• Participate in all required trainings & meetings to enhance skills & knowledge; Participate in annual self-assessment, community assessment, & ongoing monitoring.
• Assist in scanning/filing for content managers as assigned and needed.
• Other projects & program/fiscal responsibilities as assigned as needed.

HOW TO APPLY:

Please submit a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position you are applying for.  If selected, we ask that you also provide us with three (3) professional references that we can contact at least two  (2) professional references should be from a former supervisor).  Please click on the link provided below, or use the link in a search bar and apply online through our career center.

https://workforcenow.adp.com/jobs/apply/posting.html?client=grandst&ccId=19000101_000001&type=MP&lang=en_US

No phone calls, please

Please be advised that job offers can only be made once your clearances come through!

EQUAL OPPORTUNITY EMPLOYER (EOE)

Salary : $39,990 - $51,880