Program Support Specialist (Preventive - FSP)

Position Summary: The Program Support Specialist provides comprehensive administrative and operational support across the agency’s Preventive Family Support programs. The position works closely with the AVP of Community Services and Program Directors to support efficient day-to-day operations, maintain accurate records and reporting, coordinate administrative processes, and ensure program needs are addressed in a timely and organized manner. The Specialist is primarily responsible for supporting Community Services and Preventive Programs. The position requires strong organization, flexibility, confidentiality, attention to detail, and the ability to manage multiple priorities across programs and locations.

Responsibilities:

·         Provide administrative support to the AVP of Community Services and Family Support program directors across the Family Support Services contracts.

·         Support daily office operations, including ordering and maintaining office and client supplies, mail distribution, meeting preparation, training, events, appointments, and coordination with Office Services.

·         Prepare and coordinate meeting materials, sign-in sheets, minutes, correspondence, and other documentation as needed.

·         Oversee and track the referral process, including accepted, pending, and rejected referrals, and assist with referrals as needed.

·         Oversee and assist with the administrative aspects of case openings, closings, transfers, and archiving.

·         Prepare monthly statistical reports and maintain accurate databases, spreadsheets, tracking systems, and program records in accordance with program, city, and state requirements.

·         Assist with preparation and organization of documentation for Administration for Children’s Services (ACS) case monitoring, audits, contract monitoring, and other compliance activities.

·         Maintain organized electronic and paper filing systems and follow up on missing or incomplete administrative documentation.

·         Track vendor invoices and expenditures and coordinate with Accounts Payable, including collection and organization of invoices, timesheets, receipts, and other financial documentation.

·         Assist with petty cash, OMNY/MetroCard reporting, gift cards, petty cash, and other program-related financial or administrative distributions and tracking.

·         Support onboarding new Family Support staff and assist with office-based orientation and administrative processes.

·         Provide administrative support for community meetings, program events, training, visiting hosts, and other program activities.

·         Travel between program sites approximately one to two days per week, as needed, is required to support administrative and program-related needs.

·         Work collaboratively with program leadership and administrative support staff across locations to ensure continuity and timely completion of responsibilities.

·         Assist with special projects and other duties as assigned by the AVP of Community Services, Director, or program leadership.

Qualifications:

·         High School Diploma required; Associate Degree preferred. Minimum of three (3) years of administrative experience.

·         Experience in a nonprofit, child welfare, human services, healthcare, or social services setting is preferred.

·         Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams, with the ability to learn and effectively use agency databases, electronic recordkeeping systems, and other technology applications.

·         Excellent organizational, time management, multitasking, communication, interpersonal, and attention-to-detail skills.

·         Ability to work independently, maintain confidentiality, meet deadlines, and manage multiple priorities effectively.

·         Demonstrated ability to communicate and collaborate effectively with individuals and teams that are culturally and professionally diverse.

·         Bilingual English/Spanish preferred.

Hourly Range: $24.72 - $27.47