Program Assistant II

Job OverviewThe Program Assistant II is responsible for providing administrative support to the Zone Director. The Program Assistant II works with Zone Director to initiate and coordinate the administrative functions required in effective implementation of administrative policies of the program. The Program Assistant II is responsible for creating a welcoming atmosphere at all times for AVANCE internal employees and AVANCE external program participants.Job ResponsibilitiesThe Program Assistant’s responsibilities chiefly fall within the following core functions, although s/he may perform other tasks as needed.Administrative SupportRecord Keeping and ReportingFiscal ManagementGeneral Staff ResponsibilitiesEHS Home-based and CCP Program SupportPerform daily administrative duties such as:answering and screening emails, telephone calls, taking messagesmanaging complex calendarssorting and distributing incoming mail and faxesother routine duties necessary to assist senior personnel and departmental managementDevelops and uses effective and organized systems to provide successful administrative support of projects and provide it to others as neededAssists in the preparation of meeting agendas and distributes materials in advance to members within agreed upon time frames. Maintains confidentiality and accurately communicates information in minutes, email, memos and other written and verbal correspondence. Supports the Zone Director with activities related to the Policy CouncilEffectively prioritize projects delegated by a variety of staff and successfully meet expectations and timelines at a high-level qualityManage inventory and distribution of office suppliesMaintain the confidentiality of correspondence, documents, discussions, meetings and telephone callsOversee the operation of various office machines to include copier, computer, fax, phone, and mail machineGreets and assist visitors in a courteous and helpful mannerRecord Keeping and ReportingMaintain reports, records and proper documentation of all expenditures for reimbursements, petty cash, and purchase orders (e.g. receipts, boarding passes)File, store and destroy old records as instructedAssist in scanning all employee-related paperwork including new hire documents,training materials, sign-in sheets, etc.Fiscal ManagementProcess check requests and track completion of all requests to ensure that all invoices and employee requests are completed accurately and timelyManaging and monitoring company purchasing card ensuring all transactions are business related charges and timely submission of receipts to the appropriate departmentCoordinate purchase requisitions and maintain vendor relationshipsReview and data entry of volunteer paperworkGeneral Staff ResponsibilitiesParticipate in staff meetings, conferences, training sessions, and workshops as assignedMaintain confidentiality in regards to staff and family informationPerform any other work-related duties as requested by your supervisorBe present at work in order to provide consistency of servicesBe a contributory team member in a positive/productive mannerDemonstrate commitment to mission, values, and policies in the performance of daily dutiesPerforms other duties as assigned.AVANCE Core CompetenciesAccountabilityThe AVANCE WayDemonstrates Ability to LearnFosters InnovationTakes InitiativeRecovers from SetbacksEducationRequired:High School Diploma or equivalent Preferred:Associates of Education Degree or equivalentLicense/CertificationRequired:Must have a valid driver’s license and reliable transportationPreferred: N/ARequired:Work ExperiencePrior experience with office/general administrationPreferred: N/AAdditional SkillsPhysical exam and background checks are required for this position Ability to interact effectively with people from diverse backgroundsAbility to communicate effectively, verbally and in writingDemonstrated computer literacy skills, using MS Office applications and other basic data systems including internet navigationMust be honest, dependable and able to meet deadlinesSelf-motivated and able to work independentlyBilingual TravelTravel required locally or long-distance up to 10% of the time for work-related meetings and functionsEquipmentStandard office equipment generally used includes:TelephonePersonal Computer (monitor, keyboard, and mouse) or TabletPrinter/Photocopy MachineCalculatorFax MachineWorking ConditionsMental and Physical DemandsMaintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling and pushing, use hands to finger, handle or feel; reach with hands and arms; occasional: lifting/carrying, pulling/pushing 10-30 pounds.Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Work is generally performed in an office environment. Noise level in the work environment is moderate to occasionally loud (examples: business office with computers and printers, light to moderate traffic, human voices). May be required to operate a motor vehicle during the course of duties.Environmental FactorsOccasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.). Occasional expose to weather related conditions when working in outside environment/neighborhoods and events.