Program Assistant (SCHOOLS)

About the Role

This position is responsible for performing support functions for a government-funded program or service. Found across various offices and departments, it involves a range of clerical tasks, including learning specific regulatory requirements and processes to maintain the functional programs of the unit or office.

Initially, work will be closely supervised to ensure adherence to office rules and procedures. As familiarity with the role increases, the employee will complete assignments more independently while following prescribed procedures. This position does not supervise other employees but may direct the work of aides, interns, temporary employees, or lower-level staff.

Responsibilities

• Work with members of the public to gather or provide program-related information; prepare and process records, including applications, routine correspondence, and database administration.
• Gather, collate, and summarize information about a unit’s programs or activities.
• Prepare, receive, review, and verify documents; perform data entry to open and close files.
• Contact other agencies and departments to gather routine information or explain program requirements.
• Screen and assemble records and files for storage or disposal according to established schedules.
• Maintain property and equipment records; conduct physical inventories.
• Prepare vouchers and review information for accuracy and fund availability.
• Assist in organizing program functions, such as registration, by gathering information, making arrangements, and assembling informational packages.
• Specialize in centralized support services like mail distribution, fleet management, or ordering/distribution of supplies and equipment.
• Maintain databases and compile information as required by the program.
• Monitor files or cases for required documentation and take follow-up actions, including phone calls and standardized letters.

Requirements

• Graduation from high school or possession of a high school equivalency diploma and one of the following:
  • Completion of two years (60 standard credit hours) of college, business, or secretarial school; or
  • Two years of full-time general office work experience involving public contact and keyboarding; or
  • An equivalent combination of training and experience as defined above.
• Degree or college credit must be awarded by a college or university accredited by a regional, national, or specialized agency recognized by the U.S. Department of Education/U.S. Secretary of Education.
• Demonstrated keyboarding ability (e.g., courses or work experience).
• In some positions, a New York State Driver License may be required at the time of appointment and maintained thereafter.

Skills & Abilities

• Knowledge of program rules and procedures to process work independently and assist the public.
• Knowledge of office practices for interacting with staff and the public, processing workflow, and managing files.
• Proficiency in word processing, database management, and spreadsheet software to produce documents, lists, and reports.
• Computational skills for processing vouchers, performing cashiering duties, maintaining inventories, and tracking program activities.
• Skill in operating office equipment to produce work accurately and efficiently.
• Ability to interact with diverse individuals to exchange program-related information.
• Ability to organize, maintain, and extract information from records.
• Physical condition commensurate with job demands (may include transporting objects/equipment up to 45 pounds).

Start date: August 13, 2026