Program Assistant (SCHOOLS)

Dutchess BOCES; City of Poughkeepsie (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

Dutchess BOCES is seeking a Program Assistant (Schools) to support regional programs at the Regional Partnership Center. The role requires handling clerical tasks, data entry, records, and public inquiries, with potential supervision of aides or interns as needed.

The position emphasizes accurate documentation, organized file management, and coordination of program operations, including registration and basic logistics support.

Qualifications

• High school diploma or equivalent required; college credit preferred.
• Two years of college or two years of related office experience.
• Alternative combination of training and experience acceptable.
• Keyboarding ability required; NY driver license may be required.

Responsibilities

• Gathers, confirms, and transcribes data; processes program-related records.
• Answers inquiries from the public regarding eligibility and services.
• Maintains logs, files, and databases; performs data entry.
• Assists in organizing program events and registration.
• Supports centralized services such as mail distribution, fleet management, or supplies.
• Monitors files for required forms and follows up with notices.

Skills

Public interaction

Data entry

Records management

Office software

Cashiering

Inventory management

Education

High school diploma

Two years college/secretarial school

Two years general office experience

Equivalent training/experience

Tools

Keyboarding

Office equipment

Database/spreadsheet software

Job description

Anticipated Vacancy

Program Assistant (Schools)

(1.0 FTE)

LOCATION(S):

Regional Partnership Center

Distinguishing Features Of The Class

This position is responsible for the performance of support functions for a program or service funded by government. The position is found across a variety of offices and departments and requires the performance of various clerical functions. Employees will learn specific clerical and regulatory requirements and processes involved in maintaining the functional programs of the unit or office. This position would be expected to perform the following functions depending upon unit needs: collecting, confirming and transcribing data from a variety of sources; entering information into a terminal and extracting this information in a variety of formats; answering inquiries from the public regarding eligibility and the provision of services; maintaining manual and automated logs and records; overseeing a centralized function such as mail distribution, fleet management or inventory. Initially, employees' work will be directly reviewed and supervised to be sure the employee is learning and applying rules and procedures of the office. As job familiarity increases, the employee will have leeway for completing work assignments independently under the prescribed procedures. This position does not supervise other employees but may direct the work of aides, interns, temporary employees and other lower level employees.

Typical Work Activites

• Works with members of the public to gather or provide information concerning a program; prepares and processes records relating to such transactions, including applications, routine correspondence and database administration;
• Gathers, collates, and summarizes information concerning a unit's programs or activities;
• Prepares, receives, reviews, and verifies documents;
• Performs data entry to open and close files;
• Contacts other agencies and departments to gather routine information or to explain routine requirements for unit programs;
• Screens and assembles specifically identified records and files for storage or disposal in accordance with established records control schedules;
• Maintains property and equipment records, conducts physical inventories;
• Prepares vouchers and reviews information for correctness and to ensure that funds are available for payment;
• Assists in organizing program functions such as registration by gathering information, making arrangements and reservations, assembling informational packages, etc.;
• May specialize in centralized support service functions such as mail distribution, fleet management, ordering/distribution of supplies, equipment and expendables;
• Maintains databases and produces lists or compiles information in accordance with program requirements;
• Monitors files or cases for receipt of necessary forms/documentation and takes follow-up action including making phone calls and sending standardized letters.

Full Performance Knowledge, Skills, And Abilities

Knowledge of the rules and procedures of programs necessary to process work independently and assist the public; knowledge of office practices necessary for interacting with staff and the public, processing work flow, and filing and retrieving information; knowledge of software packages for word processing to produce memos and letters, and database management and spreadsheets to compile and produce lists; knowledge of computational skills to process and reconcile vouchers, perform cashiering duties, maintain inventories and keep records of program activities; skill in operating office equipment to produce work accurately and efficiently; ability to interact with a variety of people for the purpose of exchanging information concerning programs; ability to organize, maintain and extrapolate information from records; personal characteristics necessary to perform the duties of the position; physical condition commensurate with the demands of the position (in some positions, may be required to transport objects/equipment weighing up to 45 pounds).

Minimum Qualifications

• Graduation from high school or possession of a high school equivalency diploma AND:
• EITHER: (A) Completion of two years (60 standard credit hours) of college, business or secretarial school;
• OR: (B) Two years of full-time general office work experience which involved public contact and keyboarding;
• OR: (C) An equivalent combination of training and experience as defined by the limits of:
• and (B) above.

NOTE: Your degree or college credit must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.

Special Requirements

Candidates must indicate keyboarding ability; i.e., courses in keyboarding or keyboarding work experience.

In some positions, candidate may be required to possess a New York State Driver License at time of appointment and to maintain position.

GRADE LEVEL:

N/A

START DATE:

August 13, 2026