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Grand Street Settlement · 2 weeks ago

Program Assistant

Brooklyn, NY

Full-time

Onsite

New Grad, Entry Level

$40K/yr - $52K/yr

Grand Street Settlement is a community-based organization focused on enhancing the lives of families and children. They are seeking a Program Assistant to handle both administrative and financial tasks to support the Early Head Start Child Care Partnership Program’s overall operations.

Communities

Responsibilities

Manage office operations in collaboration with the EHS-CC Partnership Program Manager, program staff, partners, consultants and vendors such as; administration of managing calendars, provider list, scheduling meetings and preparing documents

Performing general office duties such as answering phones, managing correspondence, delivery packages, maintaining files, document preparations for meetings, including sign-in sheet, minutes of all meetings

Update policies and procedures as needed to ensure HSPPS Program and Design Management requirements

Update and maintain in the drive files Partner Licenses, Liability Insurance and other docs as necessary

Maintain budget functions such as; tracking accurate financial records - expenses and payments. Coordinate with BTQ Fiscal Monitor on partner inquiries. Follow up with vendors when needed, assist with the preparation of monthly in-kinds from donations/volunteer work. Assist EHS CC Program Manager in reviewing variance reports

Inputting financial data into accounting systems, ensuring accuracy and completeness. Consists of inventory of expenses - office supplies, program supplies, and diapering supplies/classroom materials for partner sites

Preparing and process by coding invoices, managing accounts payable and receivable, and ensuring timely payments during aging report

Maintain ongoing communication with GSS management, program staff, vendors, and program partners

For orders and events logistics (i.e., ordering supplies, food service, car service, assisting with event set-up, etc.)

Reminders, order confirmations and any related communication

Process future staff & volunteer forms/documents related to HR onboarding (i.e. Department of Investigations, and Statewide Central Registry Checks)

Assist with all required training and certification, scheduling, set up, & follow up

Update staff files and required training in COPA HR

Update on employee health forms. Assist in updating professional development/training/conferences

Participate in all required trainings & meetings to enhance skills & knowledge; Participate in annual self-assessment, community assessment, & ongoing monitoring

Assist in scanning/filing for content managers as assigned and needed

Other projects & program/fiscal responsibilities as assigned as needed

Qualification

Microsoft WordMicrosoft ExcelBilingual - SpanishBusiness AdministrationCommunicationInterpersonal skillsTime managementOrganizational skillsAttention to detail

Required

Associates degree or BA degree in Business Administration or related field required

Excellent oral & written communication skills; ability to communicate clearly

Excellent interpersonal skills

Able to work independently & collaboratively

Proficient in Microsoft Word & Excel and also in Google Docs & Sheets

Must be able to maintain confidentiality, efficient time management, excellent organizational skills and attention to details and accuracy

Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department

Strong desire to gain knowledge and adheres to Head Start Performance Standards & other fiscal requirements (local/state)

Bilingual - Spanish speaking

Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)

Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards

Mandated Reporter training certificate (every 2 years) and comply with agency's policy and procedure regarding identification and reporting of child abuse and neglect

Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment

Meets all health requirements in Article 47 (DOHMH) and Head Start Performance standards