Administrative & Program Assistant

Job Description

Job Description

Summary/Objective
The Administrative & Program Assistant – Finance and Programs provides part-time
administrative, financial, and direct program support across Community Action of Allegan
County. The position supports the CFO/COO and agency operations through correspondence,
spreadsheets, data entry, records, research, reporting, scheduling, and paraprofessional
accounting functions, while also providing hands-on support for community programs such as
the Diaper Bank, TEFAP, and other agency initiatives. The role requires accuracy,
confidentiality, responsive customer service, and the ability to move effectively between officebased responsibilities and community-facing program activities.

Essential Functions
• Provide administrative support to the CFO/COO and agency operations, including preparing
and editing correspondence, communications, reports, presentations, spreadsheets, and
other documents.
• Design, maintain, and update spreadsheets, databases, calendars, files, records, and
reference materials used for finance, program, and agency operations.
• Conduct research; collect, organize, and analyze information; and assist with preparation of
reports, summaries, and other administrative or program documentation.
• Review source documentation for completeness, accuracy, authorization, and proper
allocation to funds and cost centers; assist with payables, receivables, and other financial
transaction processing as assigned.
Administrative & Program Assistant – Finance and Programs
• Enter and maintain client, program, financial, inventory, and service data in applicable
software, spreadsheets, databases, and resource-management systems.
• Provide direct assistance to clients, including intake support, eligibility guidance, distribution
of program resources, and connection to additional internal or community services.
• Distribute program supplies, including food commodities, diapers, and other assistance, to
clients and partner sites in accordance with applicable program requirements.
• Assist with setup, operation, and breakdown of distribution events, outreach activities, mobile
services, partner-site activities, and other community-based program functions.
• Transport, load, unload, organize, and stage program supplies to support timely and accurate
service delivery across agency and community locations.
• Build and maintain professional, respectful relationships with clients, staff, volunteers,
vendors, and community partners and represent CAAC positively in the community.
• Assist in identifying client needs, operational concerns, service gaps, and opportunities for
improved coordination based on direct client and partner interaction.
• Coordinate and complete project-based work and assist with improvements to administrative,
clerical, financial, and program processes.
• Maintain confidentiality of client, employee, financial, and agency information at all times.
• Greet and assist clients and visitors and direct them to the appropriate department, staff
person, program, or external resource.
• Perform other duties as assigned by the CFO/COO or CAAC Leadership.

Competencies
• Strong written and verbal communication skills and professional customer service skills.
• Excellent organizational skills, attention to detail, time management, and ability to prioritize
multiple responsibilities.
• Ability to work independently while maintaining a collaborative, team-oriented approach.
• Proficiency with Microsoft Office 365, including Excel, Word, PowerPoint, Outlook, and
database or client-management systems.
• Ability to enter, maintain, and retrieve accurate data across multiple software systems.
• Ability to adapt to changing work environments, schedules, program needs, and priorities.
• Ability to communicate program requirements and service information clearly and respectfully
to clients and partners.• Understanding of issues affecting individuals and families experiencing poverty and
commitment to culturally responsive, respectful service delivery.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive
client, employee, financial, and organizational information

Work Environment
This position works in both professional office and community-based environments, including
CAAC facilities, distribution sites, partner locations, outreach events, client service areas, and
occasional outdoor settings. The role routinely uses standard office equipment and may involve
varying environmental conditions during program activities.

Physical Demands
The physical demands described here are representative of those required to perform the
essential functions of this position. The employee is regularly required to talk and/or hear;
frequently stand, walk, use hands to finger, handle or feel, and reach with hands and arms.
Because the position includes program distribution and supply handling, the employee must
frequently lift and/or move objects up to 25 pounds and occasionally lift and/or move objects up
to 70 pounds.

Position Type and Expected Hours of Work
This is a part-time, year-round, non-exempt position scheduled for approximately 25-27 hours
per week (Monday-Friday 9:00am-2:00pm). Specific days and hours will be established based
on agency and program needs. Evening or weekend work may occasionally be required for
distributions, outreach events, meetings, or other job duties

Travel
Travel is primarily local during the business day to CAAC facilities, partner locations, distribution
sites, and community events. Occasional out-of-area travel may be required.

Required Education and Experience
• High school diploma or GED required.
• Associate degree in accounting, business, office administration, information systems, or a
closely related field preferred; relevant experience may substitute for post-secondary
education.

Administrative & Program Assistant – Finance and Programs
• Three or more years of progressively responsible experience in administrative, accounting,
nonprofit, human services, customer service, or program-support functions preferred.
• Experience supporting community-based programs, client services, food or commodity
distribution, or nonprofit operations is preferred.
Additional Eligibility Qualifications
• Valid driver's license and reliable transportation.
• Ability to meet agency requirements for driving, if assigned to transport program supplies or
conduct agency business.
• Commitment to CAAC's goals, mission, and service philosophy

EO Statement
Community Action of Allegan County (CAAC) extends employment opportunities to qualified
applicants and employees without regard to age, race, color, sex, weight, height, religion,
national origin, pregnancy, marital status, veteran status, physical or mental disability unrelated
to the employee's ability to perform the job, and/or any other characteristic protected by federal,
state, or local law. This policy applies to all terms and conditions of employment, including
hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence,
compensation, training, and internship. In accordance with applicable federal and state laws
protecting qualified individuals with known disabilities, CAAC will attempt to reasonably
accommodate those individuals unless doing so creates an undue hardship. Any qualified
applicant or employee who requires accommodation to perform the essential functions of the job
should contact CAAC management.

Other Duties
This job description is not designed to cover or contain a comprehensive listing of all activities,
duties, or responsibilities required of the employee. Duties, responsibilities, and activities may
change at any time, with or without notice. This position description does not constitute a written
or implied contract for employment