Program Assistant - Stuyvesant Heights Child and Family Center

Grand Street Settlement•New York, NY

4d•$40,244 - $44,499•Onsite

About The Position

The Program Assistant supports 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, ensures invoices are received, reviewed, submitted for approval, and processed for payment by established deadlines, and maintains an invoice tracking system covering submission dates, due dates, outstanding invoices, and payment status. The Program Assistant also supports family and community communication, classroom and office operations, budget monitoring, supply ordering, records management, enrollment, and program reporting. The position works with the fiscal department and partner sites, assists teachers and families, and performs other center-related duties and projects as assigned. The schedule is Monday through Friday, either 8 a.m. to 4 p.m. or 9 a.m. to 5 p.m.; it may vary according to program needs. The position is located at Stuyvesant Heights Child and Family Center, 1825 Atlantic Ave., Brooklyn, NY, and reports to the Site Director.

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.
Strong desire to gain working knowledge of Head Start Performance Standards and other local and state fiscal requirements.
Must 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, Sex Offender Registry Clearance, and three reference checks, and 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.
Obtain a Mandated Reporter training certificate every two years and comply with agency policy 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 documents and prepare monthly expense summaries for the Site Director to support budget monitoring and financial planning.
Maintain budget functions in partnership with the fiscal department, including ordering program and office supplies, following up with vendors, inventory tracking, travel and expense reports, check requisitions, CACFP reports and summaries when applicable, and volunteer-time tracking.
Assist teachers with classroom-related administrative responsibilities and provide classroom and socialization support as needed, including translating during home visits and assisting with children transported by bus services.
Perform program 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, greeting parents, and assisting them as needed.
Track attendance, unexpected-absence call logs, enrollment, volunteers, and in-kind contributions in data systems including Excel and COPA, and help staff maintain 97% enrollment at all times.
Process required staff and volunteer forms and documents.
Maintain inventories of janitorial, office, and kitchen supplies.
Develop partnerships in the Brooklyn community.
Maintain budget functions for partnerships and comprehensive service delivery, including coordinating with the BTQ Fiscal Monitor on partner inquiries; maintaining records for program supplies, expenses, and office inventory; processing orders for program supplies, diapering supplies, classroom materials, and furnishings 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 family communication.
Complete other projects and program or fiscal responsibilities as assigned.