Program Assistant

Upbring; Lubbock (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Upbring is seeking a Program Assistant to support the Neighborhood House program and Director of Emergency Assistance. You will handle inquiries for services, schedule utility assistance appointments, review and process applications, and manage utility payments and food vouchers in line with agency standards.

Ideal candidates will have a High School Diploma, 2 years clerical experience, strong customer service and communication skills, and the ability to work independently.

Qualifications

• High School Diploma or equivalent.
• Two (2) years of clerical or administrative experience.
• Ability to build a positive rapport with people, strong customer service skills.
• Strong people and interpersonal skills with the demonstrated ability to communicate professionally, interact with all levels of management in a clear and concise manner.
• Ability to work independently with limited supervision; ability to take initiative.
• Ability to work with different programs with different requirements simultaneously including making decisions.
• Strong computer skills; high proficiency with Microsoft Word, Excel, and Outlook.

Responsibilities

• Schedule appointments for utility assistance
• Review applications and ensure all forms and attachments are properly and accurately completed, signed, and dated
• Assist applicants in completing applications for utility assistance and food vouchers
• Assist with preparing reports for the utility grant and food vouchers as requested
• Analyze, process and approve food vouchers under program policy guidelines
• Serve as a contact for all inquiries related to program information related to utility assistance and food vouchers
• Ensure client and sensitive Agency information, files, and records are securely maintained
• Maintain the confidentiality of all client and Agency information
• Assist the Director with reviewing and printing client utility bills, calculating the amount the agency can pledge toward the outstanding balance, and determining the appropriate multi-payment amount based on the program guidelines and available funding
• Assist the Director with reviewing and processing utility payments, financial-related invoices, and statements, and follow up as needed
• Assist with the preparation and submission of reports to funding sources, the local advisory committee, and applicable departments within Upbring
• Work closely with the Director of Emergency Assistance and program staff to ensure the program is operating effectively and efficiently, and meeting the needs of the clients and operating in accordance to Agency and licensing standards, funding requirements, and other federal, state, and local regulatory requirements
• Work as team player and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices

Skills

Customer service

People skills

Communication

Independence

Initiative

Multi-program work

MS Word

MS Excel

Outlook

Education

Associate's degree in Business Administration or closely related field

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Overview

At Upbring, our team is united by a shared mission: to break the cycle of child abuse and advance the wellbeing of children, families and communities, empowering them to thrive. As servant-leaders, we lead by example, working passionately to create a brighter future for those we serve. Every day, we strive to embody our core values:

• We are Warriors: Fierce, resilient, and courageous, we face challenges head-on with unwavering loyalty and passion.
• We are Servants: We dedicate ourselves to serving others, empowering those around us to thrive.
• We are Family: We work together as a supportive, caring community, creating a sense of belonging and strength.

Joining Upbring means becoming part of a family of passionate individuals who are fearless in their pursuit of lasting change. Together, we are making a difference, one life at a time.

Your Mission in Action

The Program Assistant provides support for the Neighborhood House program and Director of Emergency Assistance, which includes, but is not limited to, handling all inquiries for services, scheduling appointments for utility assistance, processing and reviewing applications, and processing utility payments and food vouchers in accordance with Agency and licensing standards and other federal, state, and local regulatory requirements on an as-needed basis.

Responsibilities

• Schedule appointments for utility assistance
• Review applications and ensure all forms and attachments are properly and accurately completed, signed, and dated
• Assist applicants in completing applications for utility assistance and food vouchers
• Assist with preparing reports for the utility grant and food vouchers as requested
• Analyze, process and approve food vouchers under program policy guidelines
• Serve as a contact for all inquiries related to program information related to utility assistance and food vouchers
• Ensure client and sensitive Agency information, files, and records are securely maintained
• Maintain the confidentiality of all client and Agency information
• Assist the Director with reviewing and printing client utility bills, calculating the amount the agency can pledge toward the outstanding balance, and determining the appropriate multi-payment amount based on the program guidelines and available funding
• Assist the Director with reviewing and processing utility payments, financial-related invoices, and statements, and follow up as needed
• Assist with the preparation and submission of reports to funding sources, the local advisory committee, and applicable departments within Upbring
• Work closely with the Director of Emergency Assistance and program staff to ensure the program is operating effectively and efficiently, and meeting the needs of the clients and operating in accordance to Agency and licensing standards, funding requirements, and other federal, state, and local regulatory requirements
• Work as team player and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices

Qualifications

Minimum Qualifications

• High School Diploma or equivalent
• Two (2) years of clerical or administrative experience
• Ability to build a positive rapport with people, strong customer service skills
• Strong people and interpersonal skills with the demonstrated ability to communicate professionally, interact with all levels of management in a clear and concise manner
• Ability to work independently with limited supervision; ability to take initiative
• Ability to work with different programs with different requirements simultaneously including making decisions
• Strong computer skills; high proficiency with Microsoft Word, Excel, and Outlook

Preferred Qualifications

• Associate's degree in Business Administration or closely related field
• Three (3) years of clerical or administrative experience
• Bilingual (fluent in Spanish written and conversational), highly preferred

Physical Demands & Work Conditions

• This position requires sitting and looking and using a computer for long periods of time
• Position requires frequent standing and walking
• Lift, push, pull, move up to 25 lbs

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Upbring is an Equal Employment Opportunity/AA Employer and does not discriminate on the basis of race, color, ancestry, religion, age, sex, sexual orientation, gender, gender identity, pregnancy, marital status, national origin, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

Equal employment opportunity, including veterans and individuals with disabilities.

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