Job Summary: Under general supervision of the Director of Program Services & Compliance, the Program Assistant of the agency’s support team, performing a wide variety of routine to moderately difficult clerical, administrative and data entry functions that support the operations of the Children and Family Services (CFS) department to generate efficiency and excellence. The ideal candidate will ensure a warm and professional environment for staff and community, with responsibilities from greeting visitors in person and by telephone, data entry and records management duties, to supply distribution at sites and creating documents and reports. The Program Assistant helps to support the agency’s whole family approach by supporting event logistics, connecting resources from across programs to CFS staff, maintaining relevant agency materials at sites, facilitating updates to collateral as needed.

Primary Responsibilities

Administrative

• Assists clients and others in person and/or by telephone as an agency representative ensuring a warmth and professionalism.
• Responds to questions and concerns in a professional manner, escalating as needed.
• Support for program mailings and other information dissemination. General upkeep of the central mailroom.
• Copy, laminate, and distribute materials from the program and agency as needed to Children and Family Services school sites; ensure that materials are up-to-date.
• Types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, and other documents.
• Types from rough notes, drafts and brief oral instructions.
• Edits and revises materials.
• Completes clerical projects as requested including copying and collating packets; operates a variety of standard office equipment.
• Opens, logs and routes incoming office mail and sorts and prepares outgoing mail; also mails requested materials and documents.
• Regular inventory, stocking, and organization of program supplies, agency collateral, and materials.
• Monitors and maintains inventories of standard office supplies and materials.
• Performs miscellaneous clerical and administrative tasks.
• Troubleshoots and performs minor maintenance on duplicating equipment and other office machines.
• Submits workorders for office equipment supplies, repairs and services.
• Operates agency vehicle to deliver supplies and materials to Children and Family Services school sites.
• All other duties as assigned.

Administrative Support – Children & Family Services Leadership

• Provides administrative and general office support services for directors, managers, and staff.
• Coordinates as needed with the Office & Operations Team to ensure efficiency and shared knowledge of staff needs and requirements.
• Schedules meetings and makes meeting arrangements.
• Prepares and distributes agendas and minutes.
• Picks up and distributes incoming mail.

Workshop & Staff Events

• Provides general assistance with monthly In-Service trainings including communications and materials distribution.
• Supports CFS and agency events with families and community.
• Assist in the development and coordination of staff appreciation events.

Data Entry

• Creates and maintains databases of records, lists and projects; data entry support as needed.
• Maintains a variety of standard office and specialized records and files.
• Summarizes information and prepares routine reports.
• Copies, compiles and distributes documents and materials.
• Sorts, duplicates, and files a wide variety of records and documents.

Communication

• Provides oral and written translation as needed.
• Revises and updates routine to moderately difficult forms, handbooks, charts, and graphs.
• Answers, screens and refers telephone calls, takes telephone messages.

Knowledge of:

• Office administration practices and procedures.
• Advanced experience with office applications including MS Office (Word, Excel, PowerPoint, Outlook, SharePoint, and Teams).
• Correct English and Spanish usage, including spelling, grammar and punctuation.
• Recordkeeping and filing practices and procedures.
• Word processing, spreadsheet and other standard business software.
• Records management practices and procedures.

Ability to:

• Operate standard office equipment.
• Type accurately at a highly proficient speed necessary to meet the requirements of the position efficiently.
• Organize, set priorities and exercise sound independent judgment within areas of responsibility.
• Organize and maintain office and specialized files.
• Communicate clearly and effectively in written and oral communication.
• Understand and follow written and oral instructions.
• Prepare clear, accurate and concise records and reports.
• Use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work.
• Ability to perform high-volume data entry accurately and at a speed in a timely manner according to the needs of the program.

Physical Requirements

• Bend: flexion of the upper trunk forward while standing and knees extended, or knees flexed when sitting
• Lift: exertion of physical strength to move objects 10-25lbs from one level to another
• Carry: hold or rest weighted objects 10-25lbs directly on hands, arms, shoulders or back while moving from one location to another
• Climb: ascend/descend with gradual or continuous progress, using both hands and feet
• Push: exertion of force on or against an object (weight/size) to move it from one location to another.
• Feel: perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin