Program Assistant

Arrow Child & Family Ministries; Cockeysville (MD); On-site; USD 32,000 - 44,000; Full time

Benefits offered by this job

Medical, dental, vision, and HSA match

Parental Paid Leave

Retirement savings plan with company 1

Paid time off and holiday pay

Mileage reimbursement

Tuition reimbursement

Company sponsored learning & dev

Job summary

Arrow Child & Family Ministries is seeking a Program Assistant to handle administrative and clerical duties, file management, data entry, and information dissemination for clients and referrals.

The role supports staff by organizing records, coordinating meetings, processing invoices, and ensuring timely submission of documents within program guidelines.

Candidates should have a high school diploma or GED and at least one year of related administrative or secretarial experience.

Qualifications

• High School diploma or GED and at least one year administrative or secretarial experience.

Responsibilities

• Route incoming mail and attach relevant correspondences.
• Compose and type routine correspondences.
• Organize and maintain client file system and records.
• Submit action sheets to accounting within 24 hours after case activity.
• Ensure accounting paperwork (invoices/cost sheets) is submitted on time.
• Order and maintain office supplies.
• Maintain essential documents for residents, education, or foster care staff.
• Coordinate and arrange meetings, trainings; prepare agendas and facilities.
• Notify parties of meetings and coordinate communications with reps.
• Record and transcribe minutes from meetings.
• Manage petty cash and other program expenditures.
• Assist in case reading and quarterly audits of client records.
• Submit updated program information to MIS Director as needed.

Skills

Administrative support

Education

High School diploma or GED

Job description

Overview

The Program Assistant is responsible for the administrative and clerical duties of the program such as client files and data entry, disperse client information and referral contracting services, give information to callers; relieves officials of clerical work and minor administrative and business details.

Benefits Include

• Medical, dental, vision, and supplemental insurance options, including HSA match for qualifying contributions.
• Parental Paid Leave
• Retirement savings plan with company match.
• Paid time off and holiday pay.
• Mileage reimbursement.
• Tuition reimbursement available.
• Company sponsored learning and development

Responsibilities

Other duties may be assigned as necessary.

• Route incoming mail. Locates and attaches appropriate correspondences to be answered.
• Compose and type routine correspondences.
• Organize and maintain client file system and files correspondences and other records.
• May assure that all action sheets are submitted to accounting within 24 hours after case activity has occurred.
• Assure that all accounting paperwork is submitted within prescribed timelines (i.e., action sheets, cost sheets, invoices).
• Order and maintain supplies.
• Maintain and copy essential documents for residential, educational, or foster care personnel.
• Coordinate and arrange meetings, trainings, prepares agenda, reserves, and prepares facilities.
• Notify relevant parties of upcoming meetings and coordinate communications with said party representatives (i.e., foster parents, DSS and/or school system reps).
• Obtain authorizations for billing purposes.
• Record and transcribe minutes from meetings.
• Manage petty cash and other program expenditures.
• Assist in completion of case reading and audit of client records quarterly.
• May submit updated information regarding programs for ministry website to MIS Director.
• Attend trainings and meetings as required.
• Review client files on a quarterly basis to access service plan implementation, progress towards desired outcomes, and future appropriateness of service plan.
• Perform all duties within contract, state and federal regulations, company policy, and regulatory agency standards.
• May be required to drive vehicles, be insurable with our auto insurance provider, and complete company vehicle training.

Qualifications

High School diploma or GED and at least one (1) year administrative or secretarial experience.