PROGRAM ASSISTANT-HOURLY

Program Assistant

Position Summary

The Program Assistant plays a vital role in supporting the daily administrative and operational functions of the program, ensuring services are delivered efficiently, accurately, and professionally. This position provides clerical, organizational, and logistical support to program staff and leadership while serving as the first point of contact for the office.

The ideal candidate is organized, detail-oriented, and customer-focused, with the ability to manage multiple priorities in a fast-paced environment. The Program Assistant helps maintain smooth office operations through accurate recordkeeping, effective communication, coordination of supplies and events, and support of client-related financial processes.

Key Responsibilities

Administrative & Office Support

• Provide clerical and administrative support, including typing, filing, copying, scanning, and organizing documents.
• Answer and direct incoming phone calls while serving as the primary point of contact for visitors and callers.
• Process, distribute, and manage incoming and outgoing mail, correspondence, and communications.
• Prepare reports, forms, letters, and other program-related documents.
• Maintain organized and accurate filing systems, both electronic and paper-based.
• Take messages and ensure timely communication among staff and departments.

Program Operations Support

• Assist with daily office operations to ensure program efficiency and smooth workflow.
• Order and maintain office supplies and assist with coordinating meetings, trainings, and special events.
• Support program staff and leadership with administrative projects and operational needs.
• Assist Home Managers in organizing and maintaining consumer financial and program records.
• Contribute to a welcoming, professional, and responsive office environment.

Financial & Documentation Support

• Assist with client-related financial processes, including tracking funds, expenses, and related documentation.
• Maintain accurate records and documentation in accordance with organizational policies and procedures.
• Ensure confidentiality and proper handling of sensitive client and program information.
• Support compliance efforts through thorough and timely recordkeeping practices.

Qualifications

Education & Experience

• High School Diploma or GED required.
• Associate or Bachelor's degree preferred, particularly in Business Administration, Office Management, Accounting, or a related field.
• Minimum of 2–3 years of administrative assistant, office coordinator, receptionist, or related experience.
• Experience handling financial records, documentation, or bookkeeping support is a plus.

Knowledge, Skills & Abilities

• Proficiency with Microsoft Office Suite and standard office software applications.
• Experience using office equipment including multi-line phones, copiers, scanners, and fax machines.
• Strong organizational, recordkeeping, and administrative skills.
• Excellent verbal and written communication abilities.
• Ability to maintain accurate and detailed documentation.
• Strong customer service skills with a professional and courteous demeanor.
• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Ability to work independently and collaboratively within a team environment.
• Knowledge of general office procedures, filing systems, and professional business correspondence.

Core Competencies

Administrative & Organizational Excellence

Maintains accurate records, manages filing systems, and supports efficient office operations with exceptional attention to detail.

Communication Skills

Communicates professionally and effectively with staff, clients, families, and community partners through verbal and written communication.

Customer Service & Professional Presence

Creates a positive first impression by providing responsive, courteous, and professional support to all visitors and callers.

Attention to Detail

Ensures accuracy in financial tracking, documentation, reports, and administrative processes.

Technical Proficiency

Uses office technology, equipment, and software effectively to complete daily responsibilities.

Time Management & Coordination

Successfully balances multiple priorities and supports overall program workflow and deadlines.

Teamwork & Collaboration

Works cooperatively with program staff, managers, and leadership to support organizational goals and service delivery.

Adaptability

Demonstrates flexibility and a willingness to assist with changing priorities and additional responsibilities as needed.

Working Conditions & Physical Requirements

• Work is primarily performed in a professional office environment.
• Frequent sitting, computer use, and telephone communication.
• Ability to occasionally lift, carry, or move items weighing up to 50 pounds.
• Ability to bend, reach, stoop, stand, climb stairs, and drive as needed.
• Reliable transportation, a valid driver's license, vehicle registration, and a functional vehicle may be required.
• Ability to travel between office locations as necessary.

Required Compliance & Training

• Adhere to all OSHA, HIPAA, safety, security, and confidentiality requirements.
• Follow organizational policies and procedures related to fiscal management, human resources, and office operations.
• Attend all required trainings, meetings, and professional development activities.
• Maintain professional conduct, sound judgment, and ethical standards at all times.

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employees may be required to perform additional duties as assigned to support program operations and organizational goals. Successful performance in this role requires professionalism, teamwork, adaptability, and good judgment.