Program Assistant

Summary Purpose for the Position

Provide clerical support and assistance to the center-level staff in all aspects of office function to ensure efficient and smooth daily operations of the office.

Requirements (Education, Experience, Certification, Knowledge, Skill)

High School diploma/GED

Primary technical and interpersonal skills in the secretarial field 

Typing skill for 60 wpm and basic computer skills

One(1) year secretarial experience

Must demonstrate strong written, verbal and electronic communication skills that demonstrate the ability to interpret and provide clarification as needed. 

Bilingual preferred (English/language of majority of families in the program)

Position Responsibilities

Screen telephone calls for management staff, maintain a message system for unavailable staff, provide routine information to callers and walk-ins, greet and direct office visitors to proper management staff. 

Type and proofread official and routine correspondence for management staff

Sort and distribute incoming and outgoing mail

Maintain office, staff and children’s files. Maintain records of all outgoing correspondence, procedural memos and current forms. 

Batch and mail timesheets, mileage reimbursements request and data collection materials within mandated time lines

Assist in completing family eligibility in the PROMIS database

Maintain accurate records of petty cash expenses (with receipts) and process request for replenishment of account regularly with supervisory approval

Complete vaprs and maintain and track budge reports by entering information into spreadsheets

Maintain center level inventory

Prepare and process accounts including office expenditures, timesheets TAERS, and data transmittals according to established procedures, order supplies and data forms

Assist in outreach/recruitment, follow-up, or other services as necessary

Implement School readiness plan

Adhere to established Work Plan and update as necessary or directed by Supervisor.

Adhere to PathStone’s Confidentiality Policy.

Adhere to PathStone’s Child Abuse and Neglect Policy.

Adhere to PathStone’s Positive Guidance Policy.

Assist in the physical maintenance and care of center facility such as sweeping, mopping, sanitizing and garbage disposal.

Perform other job related duties as required or assigned.

Working Conditions/Environment

Must be able to work flexible hours (some evening/week-end hours). 

Must be able to travel (some overnight). 

Must be able to work with cleaning products such as bleach and disinfectants. 

Moderate exposure to disease agents. 

Includes outdoor work. 

Position must frequently bend and lift up to 60 pounds.

Transportation Requirement 

Position requires automobile, driver’s license and insurance.

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