Program Assistant

Ultimate Staffing Services; Town of Florida (NY); On-site; USD 25,000 - 28,000; Full time

Job summary

Ultimate Staffing Services is seeking a Program Assistant to provide essential administrative support to the program staff in Florida. The role involves data processing, record-keeping, scheduling, and coordinating activities within a collaborative team.

The position requires a high school diploma with 3 years of clerical experience, proficiency in Excel, and strong written and verbal communication. Candidates should be able to work independently, handle multiple tasks, and manage logistics for

Qualifications

• High school diploma or equivalent with 3 years clerical experience.
• 3 years' administrative assistant experience; proficient with Excel and data management.
• Experience entering data in grant/state reporting systems.
• Excellent written and verbal communication.
• Able to work independently with good judgment and teamwork.

Responsibilities

• Process referrals and update caseloads daily; contact new referrals by phone and mail.
• Coordinate inventory purchases and ensure adequate stock.
• Answer phones and direct inquiries to staff professionally.
• Provide admin support to team and Program Director; reconcile petty cash and schedules.
• Prepare agendas and minutes for internal staff meetings; maintain binders.
• Prepare flyers and coordinate community outreach; maintain binders.
• Interface with vendors and central Registration; report updates.
• Coordinate ISHIS/Share Point FSI requests with JWB.
• Maintain data quality in MIECHV ETO and Penelope; enter data.
• Utilize ETO to track program evaluation.
• Complete other duties as needed to support mission.

Skills

Communication skills

Independent work

Teamwork

Data entry

Administrative support

Typing

Record-keeping

Attention to detail

Education

High school diploma or equivalent

Tools

Excel

Job description

Salary: USD18 - USD19.5 per hour

Ultimate Staffing is actively seeking a dedicated and organized Program Assistant to join their client's team in Florida. This position is designed for a proactive individual who thrives in a collaborative environment, providing essential administrative support to the program staff.

Responsibilities:

The PAT+ Program Assistant functions as part of a team by providing ongoing administrative and data processing support to program staff. This includes general office support, typing, filing, working on record-keeping systems, maintaining client file information, answering the telephone, scheduling appointments, tracking expenditures, maintaining inventory, ordering, and coordinating activities of the program.

Job Responsibilities:

• Processes all incoming referrals in a timely manner. Contact all new referrals via telephone and mailed letter. Updates and tracks the status of caseloads daily to ensure maximum operation of the program. Contacts referral sources as needed to gather additional information.
• Coordinates the purchase of inventory tracking of all items (office and service delivery) needed to conduct business and ensures adequate inventory is available.
• Answers phone and directs inquiries to appropriate staff in a professional manner.
• Responsible for providing administrative support to the team and the Program Director, which includes reconciling petty cash and credit card bills, maintaining the client case log, scheduling appointments, opening mail, filing, preparing correspondence, and other activities.
• Responsible for developing agenda and minutes for all internal staff meetings. Responsible for maintaining Staff Meeting binder.
• Responsible for preparing flyers for team special functions and trainings, such as the Group Connections. Responsible for coordinating community outreach. Responsible for maintaining Group Connection, staff meeting, and incentives binders.
• Interfaces with various vendors, organizations, and personnel to ensure smooth daily operations. Acts as liaison to Central Registration. Responsible for sending updated reports to central Registration.
• Responsible for coordinating FSI requests with JWB using ISHIS and Share Point.
• Responsible for maintaining data quality of MIECHV ETO system by entering data into ETO and Penelope.
• Completes other duties as required by Program or agency needs in order to promote and strengthen the mission.
• Utilizes ETO software to track program evaluation.

Knowledge, Skills, and Qualifications:

• High school diploma or equivalent and 3 years of clerical experience.
• 3 years' experience as an administrative assistant in an office environment. Must have previous experience with excel spreadsheets; as well as inputting, managing, and analyzing programmatic data.
• Knowledge and skills necessary for client data input in grant and state reporting systems as needed.
• Excellent written and verbal communication skills.
• Must be able to work independently and effectively.
• Can demonstrate sound judgment, dependability, and good teamwork and communication skills.
• Has a tactful, pleasant, and friendly approach in dealing with residents, staff, guests, and individuals within the community.
• Is capable of meeting the physical demands of the position as outlined below.
• Has the ability to work flexible hours as needed.
• Can travel within Pinellas County and state as needed; must be flexible with respect to daily work location.

Work Hours:

Monday - Friday, 1st Shift

• No Group Health Insurance - Offer Vision and Dental
• Long Term Disability (LTD) and Short Term Disability (STD)
• Life Insurance
• 42 days off a year with PTO and holidays - Closed the week of Christmas to New Year

Max Pay is $20 per hour. Min Pay is $18 per hour.