Program Assistant- Special Projects- SCC Clothes Closet

Safe Children Coalition; Town of Florida (NY); On-site; USD 25,000 - 30,000; Part time

Job summary

A children support organization located in New York seeks a part-time team member for their Clothes Closet program. This role involves organizing clothing donations, assisting case managers, and ensuring an efficient operation of the closet. The ideal candidate has strong communication skills, experience in customer service, and the ability to maintain an organized environment. This position requires a high school diploma and offers approximately 29 hours of work each week.

Qualifications

• Excellent verbal and written communication skills are required.
• Experience in a customer service or multi-tasking office environment is necessary.
• Ability to maintain professional relationships with agencies.
• Able to work with staff and partner agencies.
• Strong written communication skills.
• Proficient in Windows and Microsoft Office.

Responsibilities

• Organize and oversee the operation of the Clothes Closet.
• Assist case managers and caregivers in obtaining necessary items.
• Maintain accurate inventory records and manage clothing donations.
• Coordinate donations and deliveries and ensure timely responses.
• Oversee volunteers and maintain secure, clean, and organized spaces.
• Prepare basic reports on clothes closet usage and needs.
• Maintain records and back-of-house organization.

Skills

Verbal communication skills

Customer service experience

Organizational skills

Ability to work independently

Detail-oriented

Computer skills (Microsoft Office)

Education

High School diploma or equivalent

Tools

Microsoft Office

Windows OS

Job description

Description

This position is responsible for assisting with the coordination of special projects and activities for the CBC with a primary focus on the SCC Clothes Closet.

KEY RESPONSIBILITIES

• Responsible for organizing and overseeing the operation of the Foster Care Clothes Closet. This includes, but is not limited to:
  • Managing daily operations of the clothes closet with a retail mindset, ensuring a clean, well-organized, and visually appealing shopping environment, while making sure items are clean, seasonally appropriate and accessible.
  • Receiving, sorting, labeling, and inventory of clothing and essential items according to established guidelines and age/size categories while ensuring items are merchandised by type, size, and age using retail best practices to support ease of selection and dignity of choice.
  • Track inventory levels and proactively identify high needs items.
  • Coordinating requests from case managers and caregivers and ensure timely response.
  • Maintaining accurate inventory records and identify gaps of priority needs to inform supervisors.
  • Occasionally, overseeing volunteers who may assist with storing, organizing, and shelving donated items.
  • Preparing basic reports and updates on clothes closet usage.
  • Utilizing the Clothes Closet inventory process to track incoming and outgoing items.
  • Coordinating donations and deliveries of items to and from the Clothes Closet
  • Transporting donated items from donor drop off to the clothes closet daily.
  • Maintaining clothes closet security by monitoring items coming in and going out as well as people coming in and out of the clothes closet.
• Assist case managers and caregivers in obtaining items needed for children in their care via system of Clothes Closet orders and requests.
• Facilitate a positive, customer-service oriented experience for case managers and caregivers when they are present in the clothes closet.
• Answer and respond to all incoming clothes closet inquiries from donors.
• Respond in a timely manner to donors and other community-based groups interested in donating to the clothes closet.
• Assist with the identification, coordination and implementation of various drives and corporate donations as requested.
• Assist with monitoring Special Drives and communicating problems to the Director of Quality Assurance.
• Responsible for ensuring the Clothes Closet is open during operating hours, Monday through Friday.
• Responsible for regular cleaning, maintenance, and organization of the clothes closet to maintain a pleasant environment for case managers and caregivers.
• Responsible for the appropriate disposal of damaged, unsanitary, expired, or non-usable items in accordance with organizational guidelines.
• Maintain adequate records in all forms and manage the retention of files according to policy.
• Maintain back of house organization, including storage, sorting areas and overflow inventory.
• Assist with other initiatives to include the Foster Parent Appreciation Drive, Annual Back to School Drive, Reunification Events, SCC Angels Holiday Gift Drive, and other gift drives as requested.
• Provide input for newsletters as needed to disseminate information on inventory and ongoing needs to be filled as requested and approved.
• Understand and be able to communicate the CBC Clothes Closet Project mission and goals both internally and externally.
• Other duties as assigned.

Requirements

• Possess excellent verbal communication skills.
• Experience with customer service and multi-task office setting.
• Ability to work well with staff and partner agencies
• Ability to maintain a professional working relationship with outside agencies.
• Have administrative abilities and be detail oriented.
• Possess excellent written communication skills.
• Ability to interpret, adapt and apply guidelines and procedures.
• Ability to work independently and utilize initiative, ability to be organized and to meet deadlines.
• Ability to react calmly and effectively in emergency situations.
• Work to continue personal competency through education, outside literature, seminars, etc.
• Computer experience in a Windows environment, Microsoft Office (Excel, WORD), ability to learn and utilize other software programs.

EDUCATION / EXPERIENCE

High School diploma or equivalent preferred.

Part time position

29 hrs. of work