Program Assistant

Grand St Settlement Inc.•New York, NY

10d•Onsite

About The Position

Responsible for administrative and program support services for the Early Childhood Programs. The program assistant position follows clearly detailed specific procedures in completing several clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file; could involve simple posting to individual accounts, opening mail, calculating and posting charges to department accounts, operating basic office equipment, computer programs, and front desk coverage. Additionally, the program assistant will provide support in the classroom and assist teachers in supervising a classroom of 8-18 children in accordance with DOE and DOH regulations.

Requirements

AA or AAS Degree required
Excellent oral & written communication skills, some administrative experience preferred
Able to work independently & collaboratively
Well-developed organizational skills including the ability to multi-task & manage time effectively
Able to create, maintain and manage internal record-keeping on an ongoing basis
Ability to foster and maintain positive, professional relationships with participating families and staff
Proficient computer skills including strong working knowledge of Microsoft Word and Excel
Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
Bilingual English/Spanish/Chinese Preferred
Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)
Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards
Mandated Reporter training certificate (every 2 years) and comply with agency’s policy and procedure regarding identification and reporting of child abuse and neglect
Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment.

Nice To Haves

BA in Business, Accounting, or related field a plus
Experience working with and knowledge of community resources, preferred

Responsibilities

Maintain budget functions in partnership with fiscal department and delegate sites; program supply & office supply ordering – follow up with vendors, inventory & tracking, travel & expense reports, prepare check requisitions, CACFP reports, parent fees and summary report if applicable, track volunteer time, & coordinate staff access to ADP timecards for submission to payroll
Assist teachers with classroom related administrative responsibilities and assist in classrooms & socializations as needed; duties may include translating for home visits and assist with handling children transported by bus services
Assist with all clerical functions for the program, including document preparations for meetings and reporting for all staff members; answering phones, translating for teachers and parents, check mail daily and distribute accordingly, file documents into master binders and child files, greet parents when they come in and assist them when needed
Responsible for tracking attendance, unexpected absence call log, enrollment, volunteers and in-kind in data systems (Excel, COPA, WES or DOE vendor portal) also help support staff with meeting 97% of enrollment at all times.
Process required staff & volunteer forms/documents
Track and calculate staff sick and vacation accruals in accordance with union contracts
Maintain inventories for janitorial, office and kitchen supplies
Assist in year-round program recruitment activities, attend community outreach events if needed, help coordinate open houses and other related functions
Ensures programs maintain funded enrollment level and waiting list, assist to fill vacancies as needed at individual sites
Participate in annual self-assessment, community assessment, & ongoing monitoring
Perform other center related duties around enrollment, scheduling, & parent communication, calendars
Liaison for Cool Culture participation & manage required paperwork/communication with families
Flexible schedule to cover staff call outs/lunch break/prep time as needed
Provide support as site safety monitor as needed
Other projects & program/fiscal responsibilities as assigned