POSITION SUMMARY
The Program Assistant is a part-time position that provides administrative and other support to program staff.
This position demonstrates a commitment to connecting children to families and keeping families connected and provides all services in accordance with the teachings of the Catholic Church.
DUTIES & RESPONSIBILITIES
· In coordination with the agency’s Facilities team, be the local liaison for general maintenance of facility including regular cleaning and pest control as well as identifying new maintenance needs, service repairs or safety issues.
· Under the direction of the Lead Program Assistant, assure that the office is outfitted with needed supplies and equipment to create a productive work environment.
· Be the point person for technicians providing needed service/maintenance for office equipment (i.e. copiers, fax, etc)
· Model and promote an office culture of picking up after yourself and keeping the office tidy outside of regular cleaning.
· Manage the petty cash drawer for the St. Francois County office.
Reception
· Greet guests and connect them to appropriate staff.
· Maintain office security by following safety procedures and controlling access via the front lobby reception area (monitoring log book, issuing visitor badges, allowing access to appropriate persons).
· Answer the main phone line, respond to general inquiries and direct calls appropriately.
· Assist clients seeking to contact their worker; respond in a professional manner to clients in crisis.
· Consult with Program management staff as needed in response to client questions.
· Handle all client information in a confidential manner in compliance with agency policy.
· Receive and distribute mail to appropriate people and offices. Ensures outgoing mail is ready for pick-up and delivery.
· Establish office procedures, which enable smooth operation of the St. Francois County office site.
Record Keeping
· Assist in filing as needed.
· Assist staff in preparing the case record for closure.
· Assure closed records are filed appropriately.
Data Entry
· Develop a working knowledge of the following data systems: Fam Care, FACES, CSWIS, OnBase, and Binti.
· Assist in data entry into the electronic client records as directed by program management.
· Assist Foster Care staff in FACES data entry as directed by program management staff.
General
· Assist program management and GS leadership staff with special projects as assigned.
· Participate in special program and agency events that support the general function of the agency.
· Attend GS all staff meetings and relevant department meetings as requested.
· Compose and disseminate meeting minutes as directed.
· General typing projects as assigned.
· Become a notary and provide notary services for agency staff.
· Promote a positive atmosphere in the office.
· Other duties as assigned.
KNOWLEDGE & EXPERIENCE REQUIREMENTS
High school graduate required; some college preferred. 2 years experience in an administrative support position. Experience in working in a social service environment preferred.
SKILLS & ATTITUDES REQUIRED FOR SUCCESS IN JOB
Supportive of the mission of Good Shepherd Children & Family Services.
· Ability to promote a positive work environment.
· Cheerful, professional demeanor.
· Ability to develop a working knowledge of our various web-based systems in order to input data.
· Proficiency in Microsoft Office.
· Excellent communication skills.
· Proficient in the use of general office machines.
· Ability to manage requests from multiple team members and prioritize assignments appropriately.
· Good decision making and problem-solving skills.
· Highly organized.
· Ability to work independently and accept directives.
· Willingness to seek out opportunities to help co-workers.
· Positive, non-judgmental attitude.
Job Type: Part-time
Pay: From $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Child welfare: 1 year (Required)
- Databases: 1 year (Required)
- Microsoft Word: 1 year (Required)
Ability to Commute:
- Farmington, MO 63640 (Required)
Ability to Relocate:
- Farmington, MO 63640: Relocate before starting work (Required)
Work Location: In person
