POSITION OVERVIEW

The Program Assistant provide support and administrative duties to the Supervisor, Manager, or Director by relieving them of routine administrative tasks. Provides support to Unmet Needs staff to make the daily operation of the program appear seamless. Provides support and information to help with the delivery of services to clients. Update records to reflect all requests received and assistance provided. Provides status reports to managers, supervisors, or specialists regarding request. Assist in the coordination of special events related to the distribution of goods and services to recipients.

JOB FUNCTIONS

Benchmark Job

x

Remote Work Eligible

Essential Functions

Essential Function

Provide support and information to staff to help with the delivery of services to clients or neighbors

Assist in the implementation of special projects, resource fairs and or training.

Work closely with other collaborating agencies to identify issues affected neighbors

Record information and resources into database.

Scan and uploads documents into database and create electronic files.

Maintain confidentiality and a professional demeanor when dealing with clients, neighbors and/or any information regarding them and their families.

Update Resource and vendor list

Submit Request to add new vendors

Provide innovative ideas and concepts to enhance assigned department or program.

Answer telephone and provide information to callers or routes call to appropriate staff and places outgoing calls

Check emails, and voicemails

Ensure records are maintained in anticipation of external monitoring review.

Assist with coordinating the logistical aspects of program events as needed.

Read and route incoming mail. Locate and attaches appropriate file to correspondence to be answered by the respective management staff.

Composes and types routine correspondence; makes copies of correspondence or other printed material.

Forward invitations to meetings to staff and partners

Records minutes of meetings

Schedule rooms and coordinate meetings as directed

Create, maintain and distribute program or department standards manual for format of correspondence, memos, etc.

Coordinate delivery of payments when necessary

Essential Functions

Essential Function

Submit Contracts Request when needed to procure goods and services.

Keep record and reconcile all requests received.

Qualifications

Additional Responsibilities

Required For All Jobs

Performs other duties as assigned

Complies with all policies and standards

PREFERRED/ REQUIRED QUALIFICATIONS

Education

Education Level

Education Details

Required/ Preferred

Bachelor's

Degree

degree (B. A.) from four-year college or university or equivalent combination of education and work experience.

Preferred

Work Experience

Experience

Experience Details

Required/ Preferred

4-6 years

Minimum of 3-5 years’ in business administration or equivalent combination of education training and experience

Knowledge, Skills And Abilities

KSAs

Proficiency

Strong organizational and time-management skills

Strong interpersonal skills, communication skills.

Excellent and successful experience working in teams.

Ability to plan, organize, allocate and control substantial resources.

Ability to speak and write effectively.

Good interpersonal skills.

Computer Proficiency:

Intermediate or advanced Microsoft Office Excel strongly preferred. Knowledge and experience of Word, Access, Adobe, Outlook. Knowledge of, and SharePoint is preferred.

Language Requirements:

English (written & verbal)

Licenses and Certifications

Licenses/Certifications

Licenses/Certification Details

Time Frame

Required/ Preferred

PHYSICAL DEMANDS/WORKING CONDITIONS Licenses and Certifications

Licenses/Certifications

Licenses/Certification Details

Time Frame

Required/ Preferred

Physical Demands Category:

Office and Administrative Support

Physical Demands

A thorough completion of this section is needed for compliance with legal standards such as the Americans with Disabilities Act. The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical Demand

N/A

Rarely

Occasionally

Frequently

Constantly

Weight

Standing

X

Walking

X

Sitting

X

Lifting

X

Carrying

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Feeling

X

Talking

X

Hearing

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Working Environment

While performing the duties of this job, the associate is required to work within the selected working environments.

Working Condition

N/A

Rarely

Occasionally

Frequently

Constantly

Extreme cold

X

Extreme heat

X

Humidity

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

BakerRipley is an equal opportunity employer/program. We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status,

disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or any status protected by federal, state, or local laws. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws. Auxiliary aids and services are available upon request for persons with disabilities.

BakerRipley

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