Program Assistant – Child Care Partnership

Position Overview

The Program Assistant supports the daily operations of Next Door’s Child Care Partnership and Family Services programs by completing essential tasks and overseeing projects as directed.  This is a key position that ensures effective delivery of daily operations and supports the program in maintaining ongoing compliance. This position requires strong organizational and communication skills and self-direction to be successful. The Program Administrative Assistant is detail-oriented and requires knowledge and background in Microsoft Office 365 and data entry.  Program Administrative Assistants must be willing to learn, take direction, willing to take feedback, and ask questions.

Responsibilities/Duties/Functions/Tasks

• Assist Director of Child Care Partnerships and Director of Family Services with maintaining electronic and hard copy files including but not limited to:
  • Programming
  • In-Kind
  • Policy Council
• Generate reports from Child Plus, as necessary.
• Generate In-Kind reports.
• Assist Director in maintaining updated policies, procedures, contracts and service plans.
• Prepare reports, essential correspondence, memos and budget materials accurately and efficiently.
• Organize documentation and evidence for federal monitoring as directed.
• Plan the logistics of meetings run by the Director of CCP and by request, the Director of Family Services. This includes: scheduling rooms, preparing meeting notices, creating agendas (with Directors), sign in sheets, handouts and meeting minutes.
• Identification of community meeting locations, securing contracts, coordination of catering needs and ensuring the space has the training capacity for large-scale quarterly events and retreats.
• Enter In-Kind activities into Child Plus on a routine and timely basis.
• Attend meetings as required.
• Facilitate timely, accurate communication, both verbally and in written form regarding parent newsletters, informational materials, calendars, staff newsletters, agendas and meeting minutes.
• Order supplies, materials and equipment as directed by the Director of CCP and Director of Family Services.
• Record incoming mail, distribute mail and provide documentation of deliveries to the fiscal department.
• Create travel packets for out-of-town meeting or conference attendees as instructed by Directors.
• Maintain the department office and program supplies, ensuring supplies are stored appropriately and replenished as needed.
• Draft and proofread correspondence as requested by the Director of CCP or Director of Family Services.
• Update any intranet materials as directed by either Director.
• Participate in weekly Reflective Supervision with Director of CCP.
• Assist with receptionist duties and lunch coverage as needed and assigned by the Director of CCP.
• Support monthly family events as directed by the Director of Family Services.
• Coordinate and collaborate with other Program Administrative Assistants when Next Door has organization wide events or projects.
• Provide administrative support for Next Door’s Policy Council, including but not limited to preparation of monthly confidential packets, attending meetings and documenting meeting minutes.
• Review and document monthly enrollment reports for Child Care Partnership sites to support proper billing documentation.
• Preparation of check and credit card requests, including invoicing, billing and preparing internal fiscal forms following Next Door’s Policy and Procedures
• Complete other duties as assigned.

Accountability and Performance Requirement

All staff members are accountable for knowing and performing the responsibilities associated with their individual position in an efficient and effective manner, understanding that each of us plays an integral role in the success of our mission.  All staff will support the agency mission, vision, standards of conduct/code of ethics and strategic directions, and support administrative decisions. This is demonstrated by maintaining a positive work environment, and by behaving and communicating in an appropriate manner with children, families, coworkers, supervisors and the public while achieving performance expectations.

Qualifications:

• High School Diploma required. Associate degree in Communications, Human Services, or Business is preferred.
• Valid Wisconsin driver’s license.
• The incumbent must have access to a personal vehicle to use on a daily basis, maintain a valid driver’s license and automobile insurance with liability limits of $300,000 (bodily injury) and $25,000 (property damage for each occurrence).
• Demonstrated experience with administrative or Program Administrative Assistant tasks including computer work in different software such as Microsoft Office 365: Word, Excel, and PowerPoint, Forms, Share point and Teams. Familiar with data entry in different databases (or be willing to learn).  We will train in the use of Child Plus and other databases used within Next Door.
• Experience operating in a professional office environment and representing an organization in a key service role.
• Demonstrated experience as a strong communicator and efficient and effective team member.
• Understanding of a professional candor and confidentiality when working with sensitive data
• Demonstrated organizational skills and ability to prioritize work with minimal supervision.
• Experience working in a culturally diverse workplace.

Preferences

• Experience with educational organizations is preferred but not required.
• Associate degree preferred in communication or business or related field.

Work Requirements

• Knowledge of computer software such as Office 365 and comfortability in documentation, organization and sharing out of information as directed by the Site Director and Director of Educational Services.
• Excellent oral and written communication skills.
• Understanding of the importance of working as a collaborative team.
• Excellent ability to manage time and complete projects or assigned tasks.
• Experience maintaining supplies, ordering/purchasing for organizations.
• Maintain a clean and organized work space.
• Be able to maintain office hours.
• Other duties within the scope of the job description, as assigned.

Safety and Health

Next Door is committed to providing a safe work environment and to fostering the well-being and health of its employees. An essential part of each employees’ job is the development of safe working practices and the observance of safety rules, including:

• Following safety warnings and directions at all times.
• Using personal safety devices when required.
• Reporting any unsafe conditions to supervisor.
• Following process for reporting suspected child abuse and neglect.
• Reporting unsupervised children, after ensuring child’s safety.
• Maintaining and implementing centers’ security by following shared safety procedures.
• Alert Administration or Facilities Management of security and/or maintenance problems.
• Inform violators of security policies and procedures.
• Assist in executing emergency preparedness procedures with the teams.

Physical Demands

• Active work; occasional lifting, holding or moving up to 50 lbs.

Physical Activity

• Bending, stooping, kneeling, sitting on the floor, walking/transporting, handling, feeling, reaching, climbing, balancing, crouching, crawling, talking and speaking clearly, hearing conversation level, smelling, and seeing.

Work Environment

• Office Setting.
• Remote Work, as deemed appropriate.
• Some periodic travel between sites may be required.