Program Specialist (HOPES)

Job Description

Job Description

Program Specialist Job Description 
Healthy Outcomes through Prevention & Early Support (HOPES) Program 
Starting at $15 per hour
Full Time Hourly
Position start date: 09/01/2025

Summary:  The Program Specialist is a highly flexible and adaptable professional who can multitask and respond quickly to changing needs to support the HOPES Program. This role involves developing data entry systems, controls, and analysis tools to ensure consistent quality throughout the data entry process while also supporting subcontractors with data entry or quality as needed. This person provides other general administrative support to the department as required.  The scope of work is subject to change as needed to ensure all projects are completed. Likewise, complementary changes may be made to projects or individual goals and employee expectations based on agency/management strategic goals. All Center for Children team members are expected to be collegial and collaborative, mutually supportive, and focused on excellent services to clients, fidelity to program models, and ethical provision of services.  

Primary Duties and Responsibilities 

• Provides quality customer service with a compassionate and warm welcome to callers, visitors, and clients. 

• Develops detailed knowledge of program requirements to conduct quality and accuracy reviews of paperwork, timesheets, and other documentation/systems.  

• Ensures databases and other record systems are maintained and updated promptly and accurately. 

• Maintains the “front office” space, ensuring it is neat, welcoming for visitors, and conducive to program operations. Monitors activities in the space to support appropriate behavior and manage noise levels. 

• Maintains confidentiality regarding all client data, presenting issues, treatment progress, and related information. 

• Conducts accurate and timely data entry, reviews data for quality assurance, and ensures compliance with program requirements. 

• Handles the preparation, submission, and tracking of purchase orders, ensuring accuracy and adherence to agency protocols. 

• Tracks program performance indicators, analyzes data, and supports reporting for continuous improvement. 

• Assists with performance measure tracking, data analysis, and reporting. 

• Produces monthly reports and coordinates billing with accounting staff. 

• Completes audit files for in-house services and subcontractors. 

• Provides guidance and support to subcontractor personnel, including Program Specialists. 

• Acts as a data entry backup for subcontractors. 

• Completes data training for new employees with the assistance of the Program Manager. 

• Collaborates on quality assurance processes with the Program Manager and subcontractor staff. 

• Prepares mock files for service providers and maintains records rooms. 

• Assists with outreach, event coordination, and other tasks as assigned. 

• Runs errands, including delivering or picking up supplies and event materials. 

• Provides supporting documentation for audits and maintains accurate historical records. 

• Handles special administrative projects and overflow work from departments and Center programs (e.g., taking minutes, coordinating meetings, placing orders). 

• Participates in the agency's Performance and Quality Improvement processes. 

• Adheres to accreditation standards, licensing standards, and other relevant policies and regulations. 

• Maintains the “front office” area, ensuring it is ready for daily operations and agency needs as directed by the supervisor. 

• Preserves confidentiality regarding all agency business and documentation. 

• Other duties as assigned. 

Skills 

• Build and maintain effective relationships with people inside and outside the organization; demonstrates diplomacy, tact, and a true value for others. 

• Manage tasks and responsibilities efficiently, ensuring timely completion of paperwork and meeting deadlines as established by supervisors and policies. 

• Demonstrate energy, drive, and persistence to complete tasks, even in the face of resistance or setbacks. 

• Focused on results; consistently meets and exceeds goals, with a bottom-line orientation and a strong drive for success. 

• Approachable and engaging, with a warm, pleasant, and gracious demeanor; sensitive and patient with others, with strong listening and rapport-building skills. 

• Efficiently utilizes resources, orchestrates multiple activities, and manages information effectively; follows established processes. 

• Achieve excellence in interactions with direct reports and subcontracting partners. 

• Strong results orientation, openness to new ideas, and a consistent delivery of high-quality service. 

• Excellent written and verbal communication skills. 

Minimum qualifications 

• A high school diploma or higher. 

• Minimum of two years of relevant data entry experience.  

• Ability to read, write, and speak English and Spanish.  

• Exceptional computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with data management systems. 

• Strong time management, organizational, and interpersonal skills with the ability to communicate effectively with individuals from all walks of life. 

• Must have a valid driver’s license, a vehicle in safe operating condition, and maintain proof of current insurance at Texas minimum standards. 

• Successful completion of a criminal background check in accordance with agency policies. 

• Must be able and willing to travel for trainings, meetings, and conferences as needed. 

• Ability to walk, sit, stand, and lift/carry at least 25 pounds. 

Personal & Professional Conduct 

• The first responsibility of all El Paso Center for Children employees is to ensure the safety, welfare, and dignity of the youth and families the Center serves and to serve as positive role models for them.  All employees must exemplify the highest standards of professional and ethical conduct and abide by the Code of Conduct set forth in the Center’s Personnel Policies. 

Flexibility 

Every program at the Center is community and client-centric. Working with diverse partners to meet the needs of families in our community demands flexibility. The scope of work is subject to change based on the team’s performance and the funder’s expectations and on agency/management strategic goals.  The flexibility needed in this role includes scheduling of meetings/events/activities, scheduling supervision sessions with staff, training, staff meetings, and out-of-town travel for training and/or grant requirements. 

• Health Insurance – HMO, Dental and Vision (100% paid by the agency).
• Life and AD&D Insurance
• Paid Time Off (PTO) (12 days first four years)
• Holidays (16)
• Travel and mileage reimbursement
• All employees who have completed one year of service qualify for a Simplified Employee Pension – Individual Retirement Account (SEP-IRA). Under this plan, the agency contributes 5% of the employee’s gross salary to an individual retirement account, in which the employee is fully and automatically vested.

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