Administrative & Program Assistant

Communityactionallegan; Michigan; On-site; USD 21,000 - 30,000; Part time

Job summary

Community Action of Allegan County is seeking an Administrative & Program Assistant – Finance and Programs to provide part-time administrative, financial, and program support across the agency. You will assist with correspondence, spreadsheets, data entry, and program documentation while supporting community initiatives such as the Diaper Bank and TEFAP.

The role blends office tasks with hands-on program activities, requires confidentiality, and emphasizes responsive customer service to clients

Qualifications

• Strong written and verbal communication and professional customer service skills.
• Excellent organizational skills with attention to detail.
• Ability to work independently while collaborating with a team.

Responsibilities

• Provide administrative support to the CFO/COO and operations.
• Design and maintain spreadsheets, databases, calendars, and records for finance and programs.
• Assist with research, reports, and program documentation.
• Assist with payables, receivables, and financial transactions as assigned.
• Support client intake, eligibility guidance, and distribution of program resources.

Skills

Communication skills

Organizational skills

Data entry

Customer service

Microsoft Office

Education

High school diploma or GED

Associate degree preferred

Job description

Summary/Objective

The Administrative & Program Assistant – Finance and Programs provides part‑time administrative, financial, and direct program support across Community Action of Allegan County. The position supports the CFO/COO and agency operations through correspondence, spreadsheets, data entry, records, research, reporting, scheduling, and paraprofessional accounting functions, while also providing hands‑on support for community programs such as the Diaper Bank, TEFAP, and other agency initiatives. The role requires accuracy, confidentiality, responsive customer service, and the ability to move effectively between officebased responsibilities and community‑facing program activities.

Essential Functions

• Provide administrative support to the CFO/COO and agency operations, including preparing and editing correspondence, communications, reports, presentations, spreadsheets, and other documents.
• Design, maintain, and update spreadsheets, databases, calendars, files, records, and reference materials used for finance, program, and agency operations.
• Conduct research; collect, organize, and analyze information; and assist with preparation of reports, summaries, and other administrative or program documentation.
• Review source documentation for completeness, accuracy, authorization, and proper allocation to funds and cost centers; assist with payables, receivables, and other financial transaction processing as assigned.
• Enter and maintain client, program, financial, inventory, and service data in applicable software, spreadsheets, databases, and resource‑management systems.
• Provide direct assistance to clients, including intake support, eligibility guidance, distribution of program resources, and connection to additional internal or community services.
• Distribute program supplies, including food commodities, diapers, and other assistance, to clients and partner sites in accordance with applicable program requirements.
• Assist with setup, operation, and breakdown of distribution events, outreach activities, mobile services, partner‑site activities, and other community‑based program functions.
• Transport, load, unload, organize, and stage program supplies to support timely and accurate service delivery across agency and community locations.
• Build and maintain professional, respectful relationships with clients, staff, volunteers, vendors, and community partners and represent CAAC positively in the community.
• Assist in identifying client needs, operational concerns, service gaps, and opportunities for improved coordination based on direct client and partner interaction.
• Coordinate and complete project‑based work and assist with improvements to administrative, clerical, financial, and program processes.
• Maintain confidentiality of client, employee, financial, and agency information at all times.
• Greet and assist clients and visitors and direct them to the appropriate department, staff person, program, or external resource.
• Perform other duties as assigned by the CFO/COO or CAAC Leadership.

Competencies

• Strong written and verbal communication skills and professional customer service skills.
• Excellent organizational skills, attention to detail, time management, and ability to prioritize multiple responsibilities.
• Ability to work independently while maintaining a collaborative, team‑oriented approach.
• Proficiency with Microsoft Office 365, including Excel, Word, PowerPoint, Outlook, and database or client‑management systems.
• Ability to enter, maintain, and retrieve accurate data across multiple software systems.
• Ability to adapt to changing work environments, schedules, program needs, and priorities.
• Ability to communicate program requirements and service information clearly and respectfully to clients and partners.
• Understanding of issues affecting individuals and families experiencing poverty and commitment to culturally responsive, respectful service delivery.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive client, employee, financial, and organizational information.

Work Environment

This position works in both professional office and community‑based environments, including CAAC facilities, distribution sites, partner locations, outreach events, client service areas, and occasional outdoor settings. The role routinely uses standard office equipment and may involve varying environmental conditions during program activities.

Physical Demands

The physical demands described here are representative of those required to perform the essential functions of this position. The employee is regularly required to talk and/or hear; frequently stand, walk, use hands to finger, handle or feel, and reach with hands and arms. Because the position includes program distribution and supply handling, the employee must frequently lift and/or move objects up to 25 pounds and occasionally lift and/or move objects up to 70 pounds.

Position Type and Expected Hours of Work

This is a part‑time, year‑round, non‑exempt position scheduled for approximately 25‑27 hours per week (Monday‑Friday 9:00am‑2:00pm). Specific days and hours will be established based on agency and program needs. Evening or weekend work may occasionally be required for distributions, outreach events, meetings, or other job duties.

Travel

Travel is primarily local during the business day to CAAC facilities, partner locations, distribution sites, and community events. Occasional out‑of‑area travel may be required.

Required Education and Experience

• High school diploma or GED required.
• Associate degree in accounting, business, office administration, information systems, or a closely related field preferred; relevant experience may substitute for post‑secondary education.

Administrative & Program Assistant – Finance and Programs

• Three or more years of progressively responsible experience in administrative, accounting, nonprofit, human services, customer service, or program‑support functions preferred.
• Experience supporting community‑based programs, client services, food or commodity distribution, or nonprofit operations is preferred.

Additional Eligibility Qualifications

• Valid driver's license and reliable transportation.
• Ability to meet agency requirements for driving, if assigned to transport program supplies or conduct agency business.
• Commitment to CAAC's goals, mission, and service philosophy

EO Statement

Community Action of Allegan County (CAAC) extends employment opportunities to qualified applicants and employees without regard to age, race, color, sex, weight, height, religion, national origin, pregnancy, marital status, veteran status, physical or mental disability unrelated to the employee's ability to perform the job, and/or any other characteristic protected by federal, state, or local law. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, training, and internship. In accordance with applicable federal and state laws protecting qualified individuals with known disabilities, CAAC will attempt to reasonably accommodate those individuals unless doing so creates an undue hardship. Any qualified applicant or employee who requires accommodation to perform the essential functions of the job should contact CAAC management.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time, with or without notice. This position description does not constitute a written or implied contract for employment