Summary
The Program Assistant is responsible for performing a variety of complex administrative duties to ensure successful coordination, compliance, processing, and completion of routine administrative operations for a specified program of Valley Achievement Center.
Responsibilities
- Prepares and/or coordinates preparation and distribution of agendas for all internal and external meetings
- Pull record requests, review consent and send to appropriate requesting agency.
- Creates and updates program, cumulative and/or client binders as needed by program to ensure agency compliance.
- Prepares materials for staff onboarding, client intake paperwork and training sessions.
- Review and edit payroll time cards weekly, as directed by program.
- Draft parent and staff memos, as needed.
- Creates monthly calendar including CBI schedule, snack schedule, staff and client attendance by program.
- Coordinates, directs and monitors special projects, assignments and activities as assigned
- Establishes and maintains variety of administrative and confidential files and records for staff and clients. Files must be accurate and up-to-date at all times.
- Provide daily administrative support to staff members including managers, supervisors, coordinator, and director.
- Collaborates, delegates tasks and provides support to Receptionist as needed.
- Conducts facility walk-through with Janitorial Lead Staff to ensure all duties are completed.
- Performs all opening duties including: unlocking doors, turning on lights, etc.
- Notifies Site/Program Facilitator of key report due dates.
- Creates and updates forms, documents and reports as needed.
- Develop and maintain relationships with key external stakeholders.
- Maintain all emergency contact information for clients, and staff members.
- Create and post weekly and daily schedules for staff, as needed.
- Maintains Safety Binder, schedules safety drills and all other administrative safety duties.
- Submits and tracks student/client attendance reports for billing and reporting purposes
- Create and maintain office supply inventory as well as ensuring student/client supplies are purchased and stocked, as well as maintain expense reports and tracking.
- Maintains a professional and objective relationship with referral sources, employers, parents, care providers, clients, and appropriate others.
- Participates in meetings, program special events, training and/or workshops (e.g. community sponsored events, on behalf of clients, award ceremonies, career events, etc.) for the purpose of receiving and/or conveying information
- Exemplifies VAC’s Mission, Vision and Core Values.
- Ensure client and employee safety at all times.
- Uphold client confidentiality at all times.
- Additional duties as required.
Job Qualifications:
- Ability to communicate effectively (oral and written) with students, parents, VAC vendors, supervisors and other employees.
- Ability to work as a team, actively participate and collaborate with other team members.
- Ability to maintain composure, remain objective, demonstrate sound judgment and react effectively in challenging situations.
- Prior experience working with individuals with Developmental Disabilities preferred.
- Flexible and adaptable to student, program, and organizational changes.
- Exhibits a positive, solution oriented and motivating demeanor at all times.
- Minimum of 1 year previous administrative experience
- Ability to work in fast paced environment and demonstrate strong time management and multi-tasking skills.
- Proficient in MS Office (to include Excel, Word, Outlook).
Educational Requirements:
· High School Diploma or GED required (all programs).
Physical Requirements:
· Lifting and carrying up to 20 lbs. with assistance.
· Frequent squatting, sitting, walking, standing, bending and twisting, kneeling, crawling, climbing.
· Occasional running, pushing and pulling, reaching above and below shoulder level.
· Regular exposure to excessive noise levels.
· Walking and running on uneven surfaces.
Certificates:
· Completion of behavior modification training preferred.
Job Type: Full-time
Pay: $18.00 per hour
Benefits:
- 403(b)
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Preferred)
Ability to Relocate:
- Bakersfield, CA 93309: Relocate before starting work (Required)
Work Location: In person