Program Assistant - Stuyvesant Heights Child and Family Center

JOB SUMMARY: 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 Program Assistant is responsible for assisting with bookkeeping and financial recordkeeping, ensuring invoices are received, reviewed and submitted for approval, and processed for payment by established deadlines. The position maintains an organized invoice tracking system to monitor submission dates, payment due dates, outstanding invoices, and payment status.

EDUCATION, EXPERIENCE AND SKILL REQUIREMENTS:

Associate Degree, or BA Degree in Business Administration or related field required
Excellent oral & written communication skills, some administrative experience preferred
Excellent interpersonal skills
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
Experience working with and knowledge of community resources, preferred
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
Proficiency in Microsoft Word & Excel 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 in collaboration with fiscal department
Strong desire to gain working knowledge of Head Start Performance Standards & other fiscal requirements (local/state)
Meet all employee health requirements in Head Start Performance Standards/Head Start Act 2007
Bilingual English/ Spanish Preferred

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Under the direct supervision of the Site Director, the Program Assistant shall be responsible for:

Supporting communication with families, staff and community partners; maintaining office and classroom supplies.
Maintain a monthly expenditure spreadsheet documenting program spending, track purchases and operating expenses.
Organizes receipts and supporting documentation and prepares monthly expense summaries for the Site Director to support budget monitoring and financial planning.
Maintain budget functions in partnership with fiscal department; program supply & office supply ordering – follow up with vendors, inventory & tracking, travel & expense reports, prepare check requisitions, CACFP reports, and summary report if applicable, track volunteer time.
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) also help support staff with meeting 97% of enrollment at all times.
Process required staff & volunteer forms/documents
Maintain inventories for janitorial, office and kitchen supplies
Develop partnerships in the Brooklyn community
Maintain budget functions for partnership & overall delivery of comprehensive services that includes: coordinating with BTQ Fiscal Monitor on partner inquiries, maintaining efficient record keeping systems of program supplies, expenses and office inventory, processing of program supplies orders, diapering supplies and classroom materials and furnishings for Partner sites, follow up with vendors, preparation of check requisitions
Perform other center related duties around enrollment, scheduling, & parent communication
Liaison for Cool Culture participation & manage required paperwork/communication with families
Other projects & program/fiscal responsibilities as assigned

PRE-EMPLOYMENT REQUIREMENTS:

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.