CEAP Department Assistant

PANHANDLE COMMUNITY SERVICES; Amarillo (TX); On-site; USD 22,000 - 28,000; Full time

Job summary

PANHANDLE COMMUNITY SERVICES is seeking a Program Assistant to provide essential administrative and operational support to the program team in Amarillo, TX. The role involves coordinating activities, assisting with client interactions, managing documentation, and supporting program goals.

The position requires a 2-year degree or equivalent experience, strong organizational and communication skills, and the ability to manage payments, audits, and filings efficiently.

Qualifications

• High school diploma or equivalent or 1+ years of relevant experience required; associates degree or bachelor’s degree in Social Work or related field preferred; 2+ years of experience in a clerical or administrative role preferred; 1+ years transporting passengers and vehicle maintenance experience preferred for Transportation department.

Responsibilities

• Reviews and retrieves client information for program eligibility and schedules client appointments/referrals.
• Maintains official files of all program appeals and drafts hearing summaries.
• Assists payroll and Accounts Payable functions including processing and reconciling reports.
• Answers phones, takes messages, and responds to inquiries via phone or e-mail.
• Liaises between PCS and community partners, vendors, and public to maintain positive relationships.

Skills

Verbal & written communication

Interpersonal skills

Organizational skills

Time management

Customer service

Critical thinking

GAAP knowledge

MS Office

English proficiency

DOT compliance knowledge

Regulatory compliance

Teamwork

Independent work

Basic math

Education

2 Year Degree

Associates degree preferred

Tools

Microsoft Office Suite

Job description

Job Details: Job Location: Amarillo Office - Amarillo, TX, Position Type: Full-Time/Part-Time, Education Level: 2 Year Degree, Salary Range: $16.56 - $19.50Hourly, Travel Percentage: Up to 25%, Job Shift: Any, Job Category: Accounting, Position Summary

The Program Assistant will provide essential administrative and operational support to the program team in delivering services and ensuring the effective management of the program or service. The role involves coordinating program activities, assisting with client interactions, managing documentation, and supporting the program's goals. The Program Assistant will work closely with program staff to ensure smooth operations and contribute to the overall success of the program.

Essential Duties:

• Reviews and retrieves client information for program services eligibility; schedules client appointments for direct services and/or referrals; maintains a list of external services and resources
• Arranges client appeal hearings; types and drafts hearing summaries and maintains official files of all appeals
• Collects and tracks payments for program compliance; reconciles payments through finance department monthly; investigates payment and service delivery inquiries
• Schedules and organizes complex activities for program personnel such as meetings and travel; prepares meeting materials, sends invitation, prepares and delivers agendas, etc.
• Creates, develops, types, and designs general correspondence, visual presentations, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar, and layout and edits as needed, taking responsibility of all final copy and ensuring both quality and accuracy
• Takes clear and accurate notes at department meetings; prepares draft meeting minutes
• Creates and implements appropriate and efficient filing systems; maintains accurate and up-to-date files, records, and documentation in accordance with applicable policies; maintains the integrity and confidentiality of files and records
• Assists with the preparation of audit work papers and various reports; gathers necessary account information and documents to perform annual audit
• Assists with payroll and Accounts Payable functions including processing, fixing processing errors, and reconciling reports to ensure accuracy and proper vendor payments, to avoid client service interruptions.
• Organizes and prioritizes large volumes of information
• Completely timely and accurate data entry and maintains appropriate agency systems
• Performs periodic audits of files and records to ensure that all required documents are collected and filed appropriately;
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Assists in the development of funding source reports, grant applications, and other materials
• Answers phones, takes and delivers messages, drafts written responses or replies via phone or e-mail when necessary; regularly responds to inquiries and requests for information
• Performs general clerical work in relation to program administration and program personnel support
• Answers questions from applicants, clients, and employees relative to PCS programs and resources
• Acts as a liaison between PCS and the public, developing and maintaining positive relationships with community partners, community service providers, and vendors
• Assists program leadership with ensuring compliance with applicable laws and grant guidelines
• Provides program leadership with assistance in the execution of program strategies and initiatives; facilitates strategic thinking to overcome obstacles and achieve grant goals
• Conducts research on funding sources; assists in the development of funding sources
• Maintains and builds positive relationships with all levels of staff
• Acts as a primary point of contact within assigned program and provides program information to all employees, serving employees with excellence in a manner aligned with organization values and purpose; acts as a program advocate internally and externally (ex: preventative health)
• Conducts self and performs work in an ethical manner in accordance with PCS standards of conduct, and other applicable policies
• Attendance and participation in organizational team meetings and all staff days is required, some of which may be off site and on weekends
• Other duties as assigned.

Employees assigned to transportation will also be expected to complete the following list of essential duties:

• Implements vehicle preventative maintenance programs; performs minor vehicle maintenance as needed
• Performs all fleet maintenance actions and regularly inspects vehicles before and after repairs, paying special attention to any repairs made
• Conducts daily vehicle safety/damage spot inspections
• Completes and corrects problem pre-trip and post-trip inspections as required
• Travels as needed to respond to vehicle breakdowns or emergencies
• Ensures vehicle fleet DOT compliance and reporting; assists program leadership with ensuring compliance with other applicable laws and grant guidelines
• Regularly takes and maintains inventory of vehicle parts and supplies; orders supplies as required
• Serves as a driver when needed
• Performs timely and accurate data entry and maintains appropriate agency systems; inputs inspection and maintenance information into the appropriate systems and/or software

Other Duties:

• Maintains a strong working knowledge of PCS standards including policies and procedures, organizational standards, grant and program compliance, procurement standards, and all other applicable policies and procedures as outlined by PCS.
• Trains as a Department Assistant in other program areas; steps in to assist other program areas as a Department Assistant whenever needed and as assigned

Qualifications

High school diploma or equivalent or 1+ years of relevant experience required; associates degree or bachelor’s degree in Social Work or related field preferred; 2+ years of experience in a clerical or administrative role preferred; 1+ years of experience in vehicle and preventative maintenance and 1+ years transporting passengers is preferred for Transportation department. Some experience in a Community Action Agency or other similar non-profit organization preferred;

Licenses and Certifications

Notary Public preferred. Some Departments will require a Class B Commercial Drivers License with Passenger Endorsement.

Skills

• Excellent verbal and written communication skills.
• Excellent interpersonal skills; ability to empathize with others.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines; ability to prioritize tasks.
• Excellent customer service skills.
• Strong critical thinking skills.
• Knowledge of area services, resources, and reporting systems.
• Ability to work independently and within a team.
• Strong knowledge of vehicle repairs and maintenance.
• Strong knowledge of DOT compliance and reporting requirements
• Working knowledge of state and federal regulations and compliance requirements.
• Some knowledge of Generally Accepted Accounting Principles (GAAP)
• Proficiency with or the ability to quickly learn the systems utilized by the organization, such as Client Tracking and Accounting software.
• Proficient with Microsoft Office Suite or related software.
• Proficiency with or the ability to quickly learn the systems utilized by the organization.
• Basic math skills required.
• Proficiency in understanding, speaking, and writing in English.

Other Requirements

Valid driver’s license required. Must have liability insurance coverage. Bilingual ability in understanding, speaking, reading, and writing both English and Spanish preferred.