Administrative Program Assistant I
About The Position
Provides excellent customer service to citizens and community partners by serving as point of contact for the unit and providing reception services at entry points throughout the department. Works as part of a professional team to provide administrative assistance as needed related to assigned Human Services program area. Responsible for managing a multi-line telephone system; answers and screens calls; responds to routine inquiries from the public, other departments and outside agencies. Logs and distributes facsimile communications sent to the department. Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval; orders, monitors and distribute program supplies/resources ; assist with staff travel arrangements; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports, charts and records. Coordinates transportation assistance and other support service requests for customers; obtains customer signatures on affidavits; prepares weekly reports on service distribution; reconciles service inventory. Responsible for payments of credit authorizations, tracking and reporting supporting documentation weekly. Creates and maintains physical and electronic filing and record management systems. Responsible for preparing monthly reports in accordance with federal, state, local and departmental reporting requirements. May prepare and mail routine correspondence and file packets, and attend required meetings and take minutes as requested. Responsible for performing work in connection with specific administrative assignment which may include, but is not limited to, the Human Services administrative offices, Fiscal Operations, or units within the Family Services Specialist, Prevention, Fiscal Operations, or Support Services Divisions. Work may involve generating, preparing or purging electronic case files, assisting customers with completing case intake paperwork, scheduling appointments, providing information on various Human Services programs, disseminating information to staff members, researching and processing verifications, issuing electronic benefit cards to citizens, or related assignments. Performs other duties as assigned.
Requirements
- Experience in word processing, creating spreadsheets, and data entry/retrieval.
- Ability to manage a multi-line telephone system.
- Experience in record management systems (physical and electronic).
- Ability to prepare reports, charts, and records.
- Experience coordinating transportation assistance and support services.
- Ability to obtain customer signatures on affidavits.
- Experience with credit authorization payments, tracking, and reporting.
- Familiarity with federal, state, local, and departmental reporting requirements.
- Ability to prepare and mail routine correspondence and file packets.
- Willingness to attend meetings and take minutes.
- Ability to perform administrative assignments within specific divisions.
- Experience assisting customers with paperwork, scheduling, and providing program information.
- Experience researching and processing verifications.
- Experience issuing electronic benefit cards.
Responsibilities
- Provides excellent customer service to citizens and community partners by serving as point of contact for the unit and providing reception services.
- Manages a multi-line telephone system, answers and screens calls, and responds to routine inquiries.
- Logs and distributes facsimile communications.
- Performs administrative support work including word processing, creating spreadsheets, data entry and retrieval.
- Orders, monitors, and distributes program supplies/resources.
- Assists with staff travel arrangements.
- Reviews forms, data, and other information for accuracy and conformance to procedures and policies.
- Generates reports, charts, and records.
- Coordinates transportation assistance and other support service requests for customers.
- Obtains customer signatures on affidavits.
- Prepares weekly reports on service distribution and reconciles service inventory.
- Manages payments of credit authorizations, tracking and reporting supporting documentation weekly.
- Creates and maintains physical and electronic filing and record management systems.
- Prepares monthly reports in accordance with federal, state, local and departmental reporting requirements.
- Prepares and mails routine correspondence and file packets.
- Attends required meetings and takes minutes as requested.
- Performs work in connection with specific administrative assignments within Human Services, Fiscal Operations, Family Services Specialist, Prevention, or Support Services Divisions.
- May involve generating, preparing or purging electronic case files, assisting customers with completing case intake paperwork, scheduling appointments, providing information on Human Services programs, disseminating information to staff, researching and processing verifications, issuing electronic benefit cards, or related assignments.
- Performs other duties as assigned.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
