Program Assistant

Position Purpose:
Responsible for coordinating communications and providing administrative support to the Program Director of New Beginnings Short Term Family Housing Program. 
               
Essential Duties and Responsibilities:

• Prepares and types electronic correspondence, letters, reports, statistics and other related textural and tabular material based on brief verbal notes or rough drafts as supplemented by data and information contained in office files and precedents. Responsible for reproduction and compilation of various documents.
• Receives and tracks client referrals for The Kennedy Short Term Family Housing Program and ensures response to placing agencies within ten business days.
• Prepares program reports to include: Weekly Census Reports, Boarding Reports, Monthly File Audits, File Audits, Facility Inspections, Corrective Action Plans, and MSDE Reports.
• Completes appropriate documentation and correspondence to appropriate parties to include critical and unusual incident reports and monthly boarding reports.
• Ensures program maintenance of the ETO, STEP, CATCH, and HMIS database systems. Provides assistance with oversight to ensure agency remains compliant with data input.
• Manages distribution and filing of residential Critical and Unusual Incident reports, i.e., program follow up and faxing to program monitors.
• Attends Meetings and prepares minutes.
• Provides answers to inquiries based on general knowledge of organization functions, planned and accomplished activities, or on information available from office files and records.
• Receives documentation and prepares purchase orders for program expenses and submits for approval. Keeps computerized tracking system of program spending.
• Orders office supplies for programs and initiates service orders as needed.
• Serves as the program contact for Information Technology requests. Completes and sends all program- related work orders, except for new employee starts and terminations, which may only be initiated by the Human Resources Department.
• Other duties as may be assigned.

Non-Essential Duties and Responsibilities:

• Maintains Program Director’s calendar and schedules and reschedules appointments as required. Arranges for conferences, meetings, and visits, inviting and informing participants of subject matter, relaying pertinent information and administrative instructions, and obtaining data and preparing report for proceedings.
• Assists with orientation and training of administrative volunteers.

Qualifications:

• Possession of at least a high school diploma and two years of college preparation.
• Knowledge of principles and practices of clerical work and good Microsoft Office Suite skills. Possession of strong inter-personal skills and ability to communicate effectively both orally and in writing.
• Ability to work effectively under stressful conditions in order to meet deadlines; ability to work with minimum supervision and to follow precise written and verbal directions.
• An attitude comparable with the goals and purposes of the National Center for Children and Families.
• Must type a minimum of 55 words per minute.

Physical Demands/Work Environment:
While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch or crawl. Vision abilities required y this job require close vision working with a computer monitor. While performing the duties of this job, employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate. While performing the responsibilities of the employee’s job, these work environment characteristics are representative of the environment the employee will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.