Program Assistant

Job Specifications

• Meet all current ECMHSP, state and local child care employee regulations; including First Aid and CPR.

Education and Experience

• Preferred: Associates Degree in Business Administration or related field with 3 years experience in an office environment.
• Accepted: High School Diploma or General Equivalency Diploma (GED) with 5 years of relevant experience in an office environment.

Skills, Knowledge and Ability

• Excellent communication skills.
• Basic computer skills (Microsoft applications: Word, Excel and Outlook).
• Able to organize, file and distribute information and work under stressful conditions with multiple deadlines.

Working Conditions

• Office/Head Start center environment; flexible work hours occasional (evening/ weekend/overtime).
• Travel independently into rural areas and occasional overnight stay.

Physical Requirements

• Physically able to perform tasks, including but not limited to, bending, lifting and moving a minimum of 25 pounds.

Essential Functions

• Assist in the development and maintenance of the Center calendar of events.
• Assist Center Director coordinating and taking minutes meetings.
• Maintain an inventory of standard forms and request forms as directed by Center Director and coordinating staff.
• Ensure office equipment is properly working, arrange for repair as necessary and coordinate usage.
• Participate in the implementation of the Center Recruitment Plan as requested by supervisor.
• Participate in Community Assessment according to timeline and tasks as established in plan.
• During evacuations or drills, assume role as indicated in established procedures.
• Participate in center annual self-assessment as requested by supervisor.
• Identify potential resources and solicit, on an ongoing basis, in-kind contributions (non-federal match) for center in accordance with ECMHSP In-kind Guide.

Communication and Collaboration

• Maintain positive communication and attitude of respect with children and families, staff members and community representatives.
• Maintain a professional attitude with open communication and support a positive environment in the center to promote the social, emotional and mental wellness of staff, children and families.
• Compile notes and/or minutes for center meetings as directed by supervisor
• Post current and appropriate information for staff on bulletin boards, including compliance postings and governance updates.
• Prepare documents and materials for center staff as requested/approved by supervisor.

Recordkeeping and Reporting

• Following guidelines in the Fiscal Manual prepare electronic purchase orders and maintain a system to track purchases and invoices.
• Prepare petty cash reports as requested by Center Director.
• Guide and review staff in the completion of travel reimbursement and vehicle mileage reports.