Job description
Program Assistant
Department: WCCIH/BHS
Category: Regular Full Time
Reports to: Program Director
Hours of Work: 40 hours
PCN: S405
Level: G-08
FLSA Status: Non-exempt
Date Approved: 05.20.16
SUMMARY
This position assists staff with administrative duties and oversees general office flow; performing both clerical and non-clerical duties.
JOB DUTIES
- Answers telephone calls in a professional and positive manner, directs calls to appropriate party and takes messages as required. Answers questions regarding general information of the program.
- Greets visitors in a professional and positive manner, determines purpose of visit and directs to the appropriate staff member.
- Serve as trustee for petty cash maintaining accurate and timely records of transactions.
- Assists WCCIH consumers and processes applications for public assistance, Alaska Housing, Food Stamps, ATAP and ASAP applications.
- Scheduling, uploading and scanning client related documents into the EHR.
- Coordinates and assists with conducting interviews for Residential Aides as needed and follows up with reference checks.
- Assists with creating and posting weekly schedules for Residential Aides shifts in a timely and accurate manner.
- Assists with calling staff to fill in when there is an absence.
- Collects, records and deposits consumer’s rent and childcare payments.
- Attends all staff meetings and prepares and distributes staff meeting minutes in a timely manner and maintains a book of meeting minutes.
- Coordinates and assists consumers with Food Handler’s card.
- Ensure that all client documentation is uploaded into the EHR and there are no paper copies.
- Provides general clerical support to the program, which includes sorting, filing, maintaining source documents, typing correspondence/reports and expediting departmental needs.
- Composes letters, memos and other correspondence for program staff, as needed.
- Orders and stocks office and program supplies.
- Maintaining an updating the WCCIH Program operation manual.
- Maintains file of current documents, forms and other material pertinent to program administration.
- Assists supervisor in tracking and monitoring program soft ledger.
- Assists supervisor with proposal and program development as well as grant budget management. Compiles and types statistical reports as requested.
- Compiles data and submits a monthly program report.
- The incumbent of this position must work well under pressure, meeting multiple and conflicting deadlines. The incumbent shall at all times demonstrate cooperative behavior with colleagues, supervisors and consumers.
- Performs other job related duties as assigned.
NECESSARY KNOWLEDGE, SKILLS, AND ABILITY
- Familiarity with human resources policies and procedures.
- Ability to report to work in a timely manner.
- Knowledge of customer service concepts and practices.
- Understanding and sensitivity to diverse cultures and lifestyles.
- Skill in operating personal computer utilizing a variety of computer software.
- Skill in managing multiple priorities and tasks concurrently and meet deadlines.
- Skill in oral and written communication.
- Skill in establishing and maintaining cooperative working relationships with other employees.
- Ability to work independently as well as with teams.
MINIMUM QUALIFICATIONS (Education & Experience)
- High school diploma or equivalent, and
- Three (3) years clerical experience involving data entry and/or performing diverse administrative duties.
- Experience with Microsoft Word and Excel programs.
- Valid Alaska Drivers License
- For company insurance purposes, must be 25 years of age
- Strong organizational skills and the ability to prioritize work assignments.
- Above average communication and interpersonal skills with the ability to accurately follow written and verbal instructions.
- Strong understanding and sensitivity to diverse cultures and lifestyles with demonstrated experience working effectively with Alaska Native populations.
PREFERRED QUALIFICATIONS (Education & Experience)
- Associate’s degree in Office Management and Technology or related field.
WORKING ENVIRONMENT
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.
The work is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 25 lbs. The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities. The office is a non-smoking facility with outside smoking areas. The work requires local travel between various program components of FNA which may involve exposure to extreme weather conditions. Works in an environment where protection of consumer confidentiality is essential. Personal Protective Equipment will be provided where/when needed.
SPECIFICATIONS
Supervision Received:
Position receives direct supervision from Program Director of WCCIH; however, incumbent is expected to effectively perform day-to-day activity as denoted within job description. Work will be monitored through weekly meetings, monthly reports, and regular communication with the Director. General guidelines for operations are based on program requirements and the general policies and procedures of FNA.
Supervision Exercised:
No supervision requirements for this position.
Position Impact:
Impact at the program level is high. Program’s level of compliance with program standards is directly affected by the effective performance of duties, especially as they relate to providing HR services to divisions and programs.
Driving Requirements:
This position will (or may) require you to frequently (or incidentally) drive your personal vehicle for FNA business. In order to drive your personal vehicle for FNA business an individual must provide a copy of their current Alaska Driver’s License and a copy of their proof of personal liability insurance. No employee may transport a FNA consumer in a personal vehicle.
Physical Demands:
The demand for this position will be considered sedentary for the amount of physical activity required.
Working Conditions:
Works in an environment where protection of consumer confidentiality is essential.
Requires local travel between various program components of FNA, which may involve exposure to extreme weather conditions.
Contacts:
Contacts include, and not limited to, volunteers, organizational staff, consumers, and outside resource agencies.
ACKNOWLEDGMENT STATEMENT
This Job Description describes the essential functions and qualifications. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job; and management has the exclusive right to alter this job description at any time without notice. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, job-related duties. This document is not intended to exclude modifications consistent with providing reasonable accommodation for a disability.
This position will (or may) require you to frequently (or incidentally) drive your personal vehicle for FNA business. In order to drive your personal vehicle for FNA business an individual must provide a copy of their current Alaska Driver’s License and a copy of their proof of personal liability insurance. No employee may transport a FNA consumer in a personal vehicle.
Continued employment status will be contingent upon satisfactory completion of a criminal background investigation and the pre-employment drug testing process. Where required, continued employment status (post job offer) will be contingent upon employee providing certification of annual tuberculosis (TB) screening and medical certification that employee does not, because of infectious or communicable disease, pose a direct threat or significant risk to the health and safety of program participants or others in the workplace.
Notice: All employment at the Fairbanks Native Association (FNA) is “at will.” This means the employee or FNA may terminate employment at any time and for any reason. Unless specified in writing, no duration of employment is expressed or implied for this position. Your signature indicates that you have read this Job Description and understand the essential functions of and qualifications for the job.
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