Program Assistant - Stuyvesant Heights Child and Family Center

Grand Street Settlement; New York (NY); In loco; USD 40.000 - 44.000; Tempo pieno

Vantaggi offerti da questo lavoro

Life insurance

401k plan

Vacation and sick time

Descrizione del lavoro

Grand Street Settlement is seeking a Program Assistant for the Early Childhood Services department, based in Brooklyn. The role supports Head Start program operations by handling administrative tasks, bookkeeping, and invoice processing under the Site Director.

The position emphasizes accurate record-keeping, vendor coordination, and collaboration with fiscal staff to ensure timely payments and compliance with program standards. Monday–Friday schedule with typical 8/9 am starts.

Competenze

• Associate degree or BA in Business Administration or related field required.
• Excellent oral and written communication skills; some administrative experience preferred.
• Excellent interpersonal skills and ability to work independently and collaboratively.
• Well-developed organizational skills with ability to multi-task and manage time effectively.
• Ability to maintain internal records and use MS Word/Excel; familiarity with data systems (Excel) and tracking.
• Experience with community resources preferred and ability to build partnerships in the Brooklyn community.

Mansioni

• Support communication with families, staff and community partners; maintain office and classroom supplies.
• Maintain a monthly expenditure spreadsheet documenting program spending and operating expenses.
• Organize receipts and prepare monthly expense summaries for budget monitoring and planning.
• Maintain budget functions in partnership with fiscal department; manage program and office supplies orders; inventory and tracking; travel and expense reports; check requisitions; CACFP/related reports.

Conoscenze

Communication skills

Time management

Teamwork

Microsoft Word

Excel

Bilingual English/Spanish

Formazione

Associate Degree in Business Administration

BA Degree in Business Administration or related field

Strumenti

Excel

Word

Descrizione del lavoro

• Bilingual English/ Spanish Preferred

Position Title

Program Assistant

Department

Early Childhood Services

Location(s)

Stuyvesant Heights Child and Family Center; 1825 Atlantic Ave., Brooklyn, NY

Reports To

Site Director

Salary Range

$40,244.13 - $44,499.22 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)

Date

November 2026

Schedule

Monday - Friday, 8am - 4pm, or 9am - 5pm. Schedule may vary due to program needs.

Job Summary

The Program Assistant supports the daily operations of the Head Start program by providing administrative, clerical and programmatic assistance to the Site Director and staff. The Program Assistant is responsible for assisting with bookkeeping and financial recordkeeping, ensuring invoices are received, reviewed and submitted for approval, and processed for payment by established deadlines. The position maintains an organized invoice tracking system to monitor submission dates, payment due dates, outstanding invoices, and payment status.

Education, Experience And Skill Requirements

• Associate Degree, or BA Degree in Business Administration or related field required
• Excellent oral & written communication skills, some administrative experience preferred
• Excellent interpersonal skills
• Able to work independently & collaboratively
• Well-developed organizational skills including the ability to multi-task & manage time effectively
• Able to create, maintain and manage internal record-keeping on an ongoing basis
• Experience working with and knowledge of community resources, preferred
• Ability to foster and maintain positive, professional relationships with participating families
• Ability to use public transportation and travel independently
• Proficient computer skills including strong working knowledge of Microsoft Word and Excel
• Proficiency in Microsoft Word & Excel Well-developed organizational skills including the ability to multi-task & manage time effectively
• Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
• Strong desire to gain working knowledge of Head Start Performance Standards & other fiscal requirements (local/state)
• Meet all employee health requirements in Head Start Performance Standards/Head Start Act 2007
• Bilingual English/ Spanish Preferred

Essential Duties And Responsibilities

• Supporting communication with families, staff and community partners; maintaining office and classroom supplies.
• Maintain a monthly expenditure spreadsheet documenting program spending, track purchases and operating expenses.
• Organizes receipts and supporting documentation and prepares monthly expense summaries for the Site Director to support budget monitoring and financial planning.
• Maintain budget functions in partnership with fiscal department; program supply & office supply ordering – follow up with vendors, inventory & tracking, travel & expense reports, prepare check requisitions, CACFP reports, and summary report if applicable, track volunteer time.
• Assist teachers with classroom related administrative responsibilities and assist in classrooms & socializations as needed; duties may include translating for home visits and assist with handling children transported by bus services
• Assist with all clerical functions for the program, including document preparations for meetings and reporting for all staff members; answering phones, translating for teachers and parents, check mail daily and distribute accordingly, file documents into master binders and child files, greet parents when they come in and assist them when needed
• Responsible for tracking attendance, unexpected absence call log, enrollment, volunteers and in-kind in data systems (Excel, COPA) also help support staff with meeting 97% of enrollment at all times.
• Process required staff & volunteer forms/documents
• Maintain inventories for janitorial, office and kitchen supplies
• Develop partnerships in the Brooklyn community
• Maintain budget functions for partnership & overall delivery of comprehensive services that includes: coordinating with BTQ Fiscal Monitor on partner inquiries, maintaining efficient record keeping systems of program supplies, expenses and office inventory, processing of program supplies orders, diapering supplies and classroom materials and furnishings for Partner sites, follow up with vendors, preparation of check requisitions
• Perform other center related duties around enrollment, scheduling, & parent communication
• Liaison for Cool Culture participation & manage required paperwork/communication with families
• Other projects & program/fiscal responsibilities as assigned

Pre-employment Requirements

• Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)
• Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards
• Mandated Reporter training certificate (every 2 years) and comply with agency’s policy and procedure regarding identification and reporting of child abuse and neglect
• Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment.

Equal Opportunity Employer (EOE)