Program Assistant - Stuyvesant Heights Child and Family Center

Grand St Settlement•Brooklyn, NY

3d•Onsite

About The Position

The Program Assistant supports the daily operations of the Head Start program by providing administrative, clerical, and programmatic assistance to the Site Director and staff. The role assists with bookkeeping and financial recordkeeping, including receiving, reviewing, tracking, and submitting invoices for approval and payment by established deadlines. It maintains an invoice tracking system for submission dates, payment due dates, outstanding invoices, and payment status. The Program Assistant supports communication with families, staff, and community partners; maintains office, classroom, janitorial, and kitchen supplies; and assists with program budgeting, expense reporting, enrollment, attendance tracking, classroom administrative tasks, and center operations. The position works with the fiscal department and community partners to maintain records and support delivery of comprehensive services.

Requirements

Associate degree or bachelor's degree in Business Administration or a related field.
Excellent oral and written communication skills.
Excellent interpersonal skills.
Ability to work independently and collaboratively.
Well-developed organizational skills, including the ability to multitask and manage time effectively.
Ability to create, maintain, and manage internal recordkeeping on an ongoing basis, in collaboration with the fiscal department.
Ability to foster and maintain positive, professional relationships with participating families.
Ability to use public transportation and travel independently.
Proficient computer skills, including strong working knowledge of Microsoft Word and Excel.
Meet employee health requirements in Head Start Performance Standards and the Head Start Act of 2007.
Successfully clear NYS DOI fingerprint screening, NYS Central Registry Clearance, and Sex Offender Registry Clearance.
Provide three references, including at least one professional reference from a former supervisor, if selected.
Complete a physical examination with updated TB test, Tdap, MMR, and varicella requirements; fees may apply.
Meet employee health requirements in Article 47 (DOHMH) and Head Start performance standards.
Complete Mandated Reporter training every two years and comply with agency policies and procedures for identifying and reporting child abuse and neglect.
Obtain First Aid/CPR and Preventive Infectious Diseases certificates within the first year of employment.

Nice To Haves

Some administrative experience.
Experience working with and knowledge of community resources.
Bilingual English/Spanish.

Responsibilities

Support communication with families, staff, and community partners, and maintain office and classroom supplies.
Maintain a monthly expenditure spreadsheet documenting program spending, purchases, and operating expenses.
Organize receipts and supporting documentation and prepare monthly expense summaries for the Site Director.
Maintain budget functions in partnership with the fiscal department.
Order program and office supplies; follow up with vendors; manage inventory and tracking; prepare travel and expense reports, check requisitions, CACFP reports, and summary reports when applicable; and track volunteer time.
Assist teachers with classroom-related administrative responsibilities and assist in classrooms and socializations as needed.
Translate for home visits as needed and assist with handling children transported by bus services.
Perform clerical functions, including preparing meeting documents and staff reports, answering phones, translating for teachers and parents, checking and distributing mail, filing documents in master binders and child files, and greeting and assisting parents.
Track attendance, unexpected absence call logs, enrollment, volunteers, and in-kind contributions in data systems including Excel and COPA.
Help support staff in maintaining 97% enrollment at all times.
Process required staff and volunteer forms and documents.
Maintain inventories for janitorial, office, and kitchen supplies.
Develop partnerships in the Brooklyn community.
Support budget functions for partnerships and comprehensive service delivery, including coordinating with the BTQ Fiscal Monitor on partner inquiries, maintaining program supply, expense, and office inventory records, processing supply orders for partner sites, following up with vendors, and preparing check requisitions.
Perform other center-related duties involving enrollment, scheduling, and parent communication.
Serve as liaison for Cool Culture participation and manage required paperwork and communication with families.
Perform other projects and program or fiscal responsibilities as assigned.