Program Assistant Lead

Youth & Family Services•Rapid City, SD

2d•Hybrid

About The Position

The Program Assistant Lead will be responsible for a variety of administrative and operational tasks within the Rapid City Head Start program. This role involves managing office operations, providing technical assistance, maintaining records, and supporting program staff and the Program Director. The position requires strong organizational skills, computer proficiency, and the ability to work effectively with diverse populations.

Requirements

High School diploma or GED required.
Ability to work with people of all socioeconomic and cultural backgrounds.
Must meet Head Start Program Performance Standards.
Strong computer skills.
Ability to maintain confidentiality.
Good team work and networking skills.

Nice To Haves

Some college education preferred.
Current liability insurance and a valid driver's license desirable.

Responsibilities

Answer multi-line phone system in a professional and friendly manner, record, and distribute messages accurately and efficiently.
Greet public and assist individuals in an efficient and professional manner.
Monitor traffic flow in and out of building to ensure safety of clients, visitors and staff.
Monitor and maintain facility maintenance needs, program office equipment and transportation equipment.
Handle problems as directed.
Report unusual or significant needs to Program Director.
Maintain required records.
Provide assistance to the Program Director, Coordinators, and other program staff as needed.
Provide supervision and assistance to the Program Assistant/Dispatcher.
Operate standard office equipment such as computers, printers, copiers, fax machines, and other common equipment to an office environment.
Maintain and order program office supplies.
Provide computer technical assistance as requested.
Act as main contact for IT Department.
Maintain a functional system for family and program records and produce appropriate reports as requested.
Assist RCHS staff with computer related issues and report problems to the IT department.
Assist RCHS staff with letters, flyers and other productions when necessary.
Track purchase orders through the finance office and track receipt of merchandise and services.
Purchase and maintain an inventory of program supplies and equipment for all HBHS sites.
Monitor and record In-kind (grant match donations) and produce necessary computer records and reports.
Monitor the petty cash account for the program.
Monitor the use of and maintenance of office equipment.
Provide and update monthly program calendar and produce regular program newsletters.
Maintain confidentiality as it relates to information about children, families, and other staff members.
Assist in securing the required 20% non-federal match as required by the Department of Health & Human Services.
Assist the Rapid City Prenatal to Five Head Start staff in maintaining resource and equipment libraries through purchasing and tracking the use of materials.
Attend staff meetings, take minutes and post on computer network.
Provide computer technical assistance for staff and participants.
Receive visitors and callers in a friendly manner, determine their interest, and provide the information needed or direct them to the best possible resource when necessary.
Acquire resources for media releases when necessary.
Be aware of and follow agency policies, procedures & guidelines.
Update the YFS Policies & Procedures Manuals as requested by Personnel Dept. or Program Director.
Perform additional duties as assigned by supervisor.
Promote and support all YFS programs and services.
Act in accordance with purpose, philosophy, values, goals, policies, and procedures of YFS.
Follow all requirements mandated by Department of Social Services, Fire Marshall, Department of Transportation, and Health Department.
Attend all staff meetings and trainings as requested by supervisor.