Program Assistant

SUPERVISORY RESPONSIBILITIES

None.

SUMMARY

Under general supervision of the Foster Grandparents Program Coordinator ll, this position is responsible for

the clerical and support operations of the Foster Grandparent Program (FGP). Additionally, the Program

Assistant is responsible for providing effective communication with volunteers, clients and the community

regarding Foster Grandparent Program services.

Assist in the fulfillment of the Organization's vision and mission.

DUTIES AND RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Assists the program staff in meeting program goals and maintaining compliance.

Performs data entry on internal database.

Prints, sorts, files and manages paperwork as directed.

Operates office equipment, including but not limited to, computer, and copier/scanner/fax.

Provides intake/eligibility services by collecting required documents during eligibility process.

Ensures required documentation is on file; Monitors document expiration dates and requests updates.

Creates required document files for volunteer stations.

Follows up with FGP Program Coordinator ll for needed documentation for volunteers.

Creates and maintains organized filing systems.

Orders, organizes and stores office supplies as needed.

Follows guidelines for maintaining records including confidentiality and retention.

Answers general questions about the program and the agency on the phone and in person, forwards

messages or transfers calls to appropriate staff as needed.

Prepares program correspondence as requested.

Works with Communications Department to create/update marketing materials for supervisor's review and

approval.

Develops strategies that create a timely, efficient, and productive workflow.

Assists in preparation of site visits with funding agency.

Monitors office services and takes appropriate steps to ensure customer service needs are met.

Maintains client confidentiality at all times and uses discretion when discussing client information.

Reviews client application files and data entry to ensure completeness and accuracy.

Reviews and calculates volunteer time sheets and mileage.

Maintains purchase order and other requisitions file.

Assists Volunteer Coordinator and/or Program Coordinator ll with invoices and expenditures as needed.

Travels for agency business using reliable transportation.

Maintains regular attendance and punctuality.

Works evenings and weekends as required.

Performs other duties as assigned.

QUALIFICATIONS

To execute this job successfully, an individual must be able to perform each essential duty satisfactorily. The

requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION:

High school diploma or GED.

College coursework preferred.

EXPERIENCE:

One (1) year of related experience required or successful completion of a work experience assignment.

OTHER QUALIFICATIONS:

Proficient in Microsoft Office Suite and related business software.

Strong clerical and organizational skills. Ability to implement work plans to achieve goals and objectives.

Effective presentation, written and verbal communication skills.

Willing to work non-traditional hours and days to meet the needs of this position.

Bilingual in English and Spanish or other secondary language preferred based on the needs of the clients

and the program.

Must be able to pass criminal background through fingerprinting and national sex offender database check

clearances.

Maintain a valid California driver's license, reliable transportation, and auto insurance in compliance with

state law, and meet the organization's insurance requirements for operating organization vehicles.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to

successfully perform the essential functions of this job. Reasonable accommodations may be made to

enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to

handle or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands

and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must

regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift

and/or move up to 50 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 ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters

while performing the essential functions of this job. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.

The noise level in the work environment is usually moderate.

Note: The statements herein are intended to describe the general nature and level of work being performed but are

not to be seen as a complete list of responsibilities, duties, and skills required. Also, they do not establish a contract

for employment and are subject to change at the discretion of Fresno EOC.