Program Assistant

JOB TITLE: Program Assistant        DEPARTMENT: Prevention Services        

 

FLSA STATUS: Non-Exempt REPORTS TO: Director of Prevention, Education and Training Department

 

RESPONSIBILITIES:

Provides the majority of clerical support for the Director of Prevention, Education and Training and the Prevention, Education and Training Department. Completes general secretarial duties including typing, filing and computer input as requested. Deals with public, answers and routes phone calls and documents to proper personnel.

Essential Duties:

1.   Acts as initial point of contact for the Prevention department responding to inquires/requests or directing as appropriate. Answers incoming calls as needed, transfers to appropriate personnel or voice mail, and greets visitors.

2.   Reviews basic department office supply needs and initiates purchasing orders, requisitions, expense claims, checks and petty cash requests.

3.   Word processing letters, memos, minutes, grant/proposal applications and forms. Spreadsheet and database development as well as data entry into Excel, Access and other designated databases. Make copies.

4.    Inputs and maintains contact lists, generates mailings as required.

5.   Maintains all Prevention, Education and Training administrative files, including initiating new files and archiving retired files.

6.   Assists with grant and contract proposal preparation by taking lead responsibility for assembling all needed copies including appendices.

7.   Coordinates meeting logistics as needed.

8.   Compiles Prevention, Education and Training monthly and quarterly reports for submission to funding sources to meet significant timeliness in coordination with other departments.

9.   Demonstrates the ability to cooperatively and effectively work in a team setting.

10. Completes and submits required reports in a timely and accurate manner.

11. Attends and fully participates in all team, staff and agency meetings and training as scheduled including recording and preparing meeting minutes and action items follow up.

12. Demonstrates the ability to accept and integrate supervision and training.

13. Supports the accreditation and quality assurance efforts of the agency including but not limited to participating in training, creating documentation systems and maintaining necessary documentation in a professional and timely manner.

14. Supports Prevention, Education and Training staff to ensure that program development and

implementation reflect the outcome measures according to grant specifications, agency standards, or program design.

15. Demonstrates a comprehensive understanding of the agency's mission, vision and philosophy in all work related activities.

16. Completes other duties as assigned in a timely and professional matter.

QUALIFICATIONS:

Two years of post-secondary education and a minimum of two years progressively responsible office work experience. Must be proficient in MS Word, Excel and Access. Desktop publishing experience, a plus! Thorough knowledge of standard office procedures, including business correspondence with correct grammar, punctuation and spelling; word processing with a proficiency of 60 words per minute; and the ability to operate standard office equipment. Ability to edit, proof and prepare final error-free copy. Ability to prioritize workload.

SUPERVISOR:

Director of Prevention, Education and Training Programs.

 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

§  Physical Demands: While performing the duties of this job, the employee is frequently required to sit to reach with hands and arms to finger, handle, or feel objects, tools, or controls; to occasionally lift and/or carry up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.Work Environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate