Summary:

The Program Assistant will be responsible for assisting the organization with a variety of daily tasks to ensure successful operations in all areas. The Program Assistant will need to demonstrate the ability to multitask, handle confidential information with discretion, and utilize significant amounts of independent judgment. The Program Assistant works closely with the Director and performs tasks necessary for continued operations – Mission Advancement, Administration, and Programs. The individual is organized, positive, takes initiative, and can handle multiple and varied tasks at a time. 

Position Responsibilities:

• *Assist staff with various administrative and clerical tasks.
• *Serve visitors by greeting, welcoming, and directing them appropriately.
• *Maintain visitor and client logs
• *Answer or refer visitor inquiries professionally and courteously.
• *Coordinate with volunteers Food Pantry and Clothes Closet operations.
• *Assist with data entry and client intakes as requested by staff.
• *Make copies and organizing client files when requested by staff. 
• *Refer clients for supplemental services as appropriate. 
• *Collaborates with Parent Educator to monitor and track program data, outcomes and outputs
• *Assist with initial enrollments virtually, over the phone, and/or in person.
• Work as an active member of Family & Children’s Services by assistance with setting up/planning meetings, events, and/or workshops, i.e. sorting/organizing donations, assembling supplies, incentives, educational materials, etc.
• Properly bill TPCN and/or other agency utilized systems provided to clients.
• Monitor office machines and systems, and problem-solve issues as needed.
• Monitor and maintain inventory of office, Food Pantry, and Clothes Closet supplies and order supplies as needed.
• Process donations by receiving, writing In-Kind form for donor, and inputting In-Kind data.
• Must complete all required professional development assigned in a timely manner
• Must be sensitive to the service population’s cultural and socioeconomic characteristics. 
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, and others. 
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, 
• internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of  Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Other duties as assigned by Director.

Competencies 

Adaptability

Customer Service

De-escalation

Critical Thinking

Empathy

Minimum Qualifications: 

• Education
  • Bachelor’s Degree preferred, High School diploma/GED required
• Experience
  • Minimum of 3 years’ experience in a professional administrative or related capacity. 
• License and Credentials
  • Reliable transportation
  • Valid Driver’s License, with a clean driving record 
  • Valid Vehicle Insurance

Minimum Knowledge and Skills: 

• Proficiency with MS Office Suite (Word, Excel, SharePoint, Outlook)
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem solving skills.
• Bilingual in English/Spanish preferred

Travel Requirements:

Travel requirements for the position includes 0% local and 0% overnight.