POSITION DESCRIPTION: PROGRAM Assistant

• Locate and correct data entry errors or report them to supervisors.
• Compile, sort, and verify the accuracy of data before it is entered.
• Select materials needed to complete work assignments
• Perform duties relieving the Site Managers and program staff of a variety of administrative details and researching and compiling data and reporting on assigned topics.
• Compose correspondence independently on a variety of matters; compile and type various letters, reports, and statistical data as directed; take and transcribe minutes.
• Participates in monthly meetings with program coordinator team.
• Perform special projects and prepare various forms and reports; monitor and control administrative details on special matters as assigned.
• Mails, copies and receives all incoming and outgoing correspondence from Site Managers and staff.
• Work confidentially with discretion on sensitive and private information.
• Maintains site appearance and represents site to other programs within agency.
• Reviews correspondence and answers written inquiries relating to the FamilyWorks program and organization.
• Greets and escorts office visitors to appropriate site staff.
• Coordinates and manages the program(s) itinerary and meetings.
• Screens, directs, and answers telephone calls and visitors for the program.
• Assists in staffing and arranging meetings including development of an agenda and coordination of support documents.

• Independently follows agency policy and procedures Complete any other related tasks and responsibilities as assigned and required Follows through with commitments including meeting established timelines
• Identifies and resolves difficult issues

• Attend regularly; dependable coming to work as scheduled
• Report absences within department procedures
• Attend and participate in required meetings (i.e., all‐agency meetings, department/program meetings, supervisor meetings, etc.)
• Successfully complete all in‐service training required for the position within timelines and participate in other training, as assigned
• Manage work time to meet needs of internal and external customers, stakeholders and individuals receiving services
• Expands knowledge of departmental/agency operations
• Participates in performance review and personal/professional growth

• Thorough knowledge of business English, spelling, and punctuation.
• Thorough knowledge of customer service, office practices, procedures, and equipment.
• Proficient in Microsoft word, Excel, Access, Power Point, and other computer software packages. Type a minimum of 40 wpm

• Knowledge of various population contracts
• Ability to communicate effectively and project a professional image when giving and taking information in writing, in person, and over the phone.
• Must be able to work in and independent manner.
• Ability to take initiative and prioritize tasks; good time-management, problem-

• Ability to work accurately with close attention to detail.
• Ability to maintain confidentiality of sensitive information.
• Flexible and creative. Patience and compassion for consumers.
• Ability to work with co-workers, customers, and outside agencies professionally and tactfully while exhibiting a professional, businesslike appearance and demeanor.

• Actively supporting continuous quality improvement initiatives
• Supports agency efforts in conducting program evaluations
• Supports accreditation and regulatory standards
• Is ethical in individual and business practices, following established agency code of ethics and confidentiality.