Part-Time Administrative Support Representative
About The Position
Programs for Parents (PFP) is a mission-driven nonprofit serving Essex County, NJ, dedicated to strengthening children, families, and communities by empowering families, supporting childcare providers, and advocating for quality early childhood education. The Part-Time Administrative Support Representative provides essential administrative and customer service support to the Provider Management Department, specifically assisting the Family Child Care (FCC), Family Friend and Neighbor (FFN), and Provider Management Representative teams. This role is crucial for maintaining smooth operations by managing document flow, facilitating provider communications, performing data entry, offering scheduling assistance, and handling general administrative tasks. The ideal candidate is proactive, detail-oriented, customer-focused, and adept at balancing administrative duties with communication responsibilities, contributing to PFP's mission from day one.
Requirements
- High school diploma or equivalent required.
- Minimum one (1) year of administrative, customer service, or clerical experience required.
- Experience working with databases, document management systems, or case management systems.
- Proficiency with Microsoft Office Suite.
- Ability to learn and utilize agency software systems.
- Strong attention to detail and accuracy.
- Ability to work independently and collaboratively within a team environment.
Nice To Haves
- Experience in a nonprofit, social services, childcare, or educational environment is a plus.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Strong customer service orientation.
- Ability to manage multiple tasks and meet deadlines.
- Ability to lift up to 20 pounds
Responsibilities
- Assist prospective providers with creating accounts in the provider portal.
- Assist providers with registering for required orientations and trainings.
- Communicate with prospective and existing providers regarding application requirements and next steps.
- Follow up with providers enrolled in training to monitor progress and support timely completion.
- Contact prospective Approved Home Providers to verify information submitted through the Home Inspection Request process.
- Scan, upload, and maintain provider documents.
- Enter data into applicable systems.
- Maintain accurate electronic and paper filing systems.
- Prepare, organize, and distribute departmental correspondence and documentation.
- Assist with departmental projects and special assignments as requested.
- Monitor departmental email inboxes and respond to routine inquiries.
- Respond professionally to phone calls, emails, and provider inquiries.
- Provide information regarding provider enrollment requirements, training opportunities, and departmental processes.
- Escalate complex inquiries to appropriate staff members.
- Maintain confidentiality of provider and agency information.
- Follow agency policies, procedures, and regulatory requirements.
- Participate in staff meetings and trainings as required.
- Perform other duties as assigned.
Benefits
- Mission-driven work environment
- Opportunity to contribute to strengthening children, families, and communities
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
